Create and manage sales orders in QuickBooks Online

Learn how to create a manual sales order in QuickBooks Online. 

Orders from your connected sales channels will appear in QuickBooks, or you can manually create sales orders for your records.

Note: You can only make sales orders manually if you have QuickBooks Online Plus or Advanced. But you can import and view sales orders from sales channels with any QuickBooks Online small business subscription.

Create a sales order

1. In QuickBooks Online, go to New +, then select Sales order.
2. Choose which customer the sales order is for. Review the shipping address and update if needed. 
3. Add the products and their quantities. Select Tax if tax should be applied to this order.
4. (Optional) If you added an item for revenue recognition, you can set up the revenue recognition schedule in the Invoice you create from the sales order.
5. (Optional) Add a note for the customer, or an internal memo for your records. 
6. Select Save. If you would like to print the order, select Print. 

Once a sales order is saved, the committed quantity for the products you added to that order are updated. This helps you know if you need to replenish your stock. 

Create an invoice for the sales order

Next, you can invoice your customer for their order. 

1. In QuickBooks Online, go to Sales, then select Sales orders.
2. Find the order you want to invoice.
3. In the Action column, select the dropdown , then Create invoice.
4. An invoice is created and the payment status on the order updates to Invoiced.
   Note: Once the customer pays the invoice, the status will update to Paid. 
5. To view the invoice, on the sales order, select View details. Then select View/open invoice. 

Edit a sales order

1. In QuickBooks Online, go to Sales, then select Sales orders.
2. Find the sales order you need to edit and select Edit.
   Note: Only open sales orders that are not fulfilled and have been invoiced and not paid, not invoiced, or have an invoice that is voided or deleted can be edited. Additionally, if the accounting period is closed and no invoice has been created, the sales order can be edited.
3. Make any changes you need.
4. Select Save and close.

Manage sales orders

1. In QuickBooks Online, go to Sales, then select Sales orders.
2. Select Filter if you need to find a specific sales order, or group of orders. 
3. Select a column header to sort by that column, ascending or descending.
   Note: The Channel column displays which channel that order was created in. indicates a manually created order. 
4. In the Action column, select the dropdown , and select the action you need for that sales order. You can:
   • Create invoice
   • Cancel order
   • Mark as shipped
   • Close order
   • Email
   • Print