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QuickBooks Invoicing for Gmail FAQ

QuickBooks Online and Google have teamed up again to bring you an easy way to invoice your customers from within your Gmail inbox. Learn the most frequently asked questions about QuickBooks Invoicing in QuickBooks Online.

QuickBooks Invoicing for Gmail is an add-on that is embedded within your Gmail inbox. It provides you with the ability to create an invoice from the data within an email. Once the invoice is created in Gmail, it will sync back to QuickBooks Online, providing an "accounting is done" experience for you.

No, you don’t have to be an existing QuickBooks Online customer. If you sign up, you’ll be set up with a free QuickBooks account that lets you send invoices and get paid online.

QuickBooks Invoicing only works for existing QuickBooks Online Plus, Essentials, or Simple Start accounts. You can sign up for a new account, but this data won’t sync to your QuickBooks Self-Employed account.

QuickBooks Invoicing doesn't have a monthly subscription fee. However, transaction fees for online payments apply if your customers pay invoices online. Bank transfers cost $1.50 per transaction and credit cards cost 2.9% + 25 cents per transaction.

Nope. The great thing about QuickBooks Invoicing is that it includes all forms of payment in just one account. Use what you want to get paid.

When your customer opens the invoice they will see a Pay button that will give them the option to pay it online. You can let your customer choose their preferred method of payment by turning on credit cards, debit cards, and/or bank transfers.

Refresh your browser and open an email thread. Add-ons should load on the right side of any email.

From Gmail:

  1. From the Gmail add-on, go to the menu and select Settings.
  2. Next to Color and logo, select Edit.
  3. Add your logo in the new tab.
  4. Go back to Gmail and refresh the page.

From QuickBooks Invoicing:

  1. Select the Gear icon at the top, then Custom form styles.
  2. Find the template you want to customize and select Edit.
  1. Open the email thread for the customer you want to send an invoice to.
  2. When add-on appears on the right, select the QuickBooks logo.
  3. Fill out your invoice.
  4. Select Send to email the invoice to your customer.

If you are on any other screen within the add-on, select menu > Create a new invoice.

Yes, if the customer doesn't exist yet, QuickBooks automatically create a new customer when you send the invoice.

Not yet. At this time, you can only send an invoice to one recipient.

Go to the menu > See recent invoices. Find the invoice you sent and select Invoice Details. If you emailed an invoice, it’s marked as Sent. You can also see any invoices you sent from Gmail in the sent mail folder in Gmail.

To email the invoice, you have to select at least one of the online payment options (credit card or bank transfer). However, your customers can choose to pay you with cash, check, credit card, bank transfer, or another form.

Here’s how you can record payments that aren’t paid online:

  1. Go to the menu > See recent invoices > See all invoices in QuickBooks
  2. Select the Create icon ⨁.
  3. Select Receive Payment.
  4. Select the customer and then the invoice you’re recording a payment for.
  5. Enter the payment info.
  6. Enter any other info and save.

We’ll send you an email when an invoice has been paid. You can see it marked as paid on the invoice list (in the invoice details). Make sure to add your bank account so we know where to deposit your money.

From the Gmail add-on, go to the menu > Settings. Select Manage (next to Online payments). Add or edit your bank information in the new tab.

Here’s how you can take payments:

  • Email an invoice that your customer can pay online.
  • Take a credit card in QuickBooks Invoicing using a Receive Payment.

How do I process a refund?

  1. From your invoices list in Gmail (menu > See invoices), select See all in QuickBooks. This opens a new tab with a list of all of your invoices.
  2. Select the invoice you want to refund.
  3. Select the payment that is linked to the invoice.
  4. At the bottom of the page, select More > Refund.

Generally, deposits from credit card payments will be in your account the next business day. QuickBooks bank transfer (ACH) payment deposits can take 2-7 business days. Some banks may take longer to verify and process deposits.

Learn more about deposit schedules.

  1. Select the Gear icon at the top, then Account and Settings (or Company Settings).
    • Company tab - Customer facing information
    • Payments tab - Payment account information

You might have accidentally signed up for a new account. This account has limited functionality compared to your QuickBooks Online (Plus, Essentials, Simple Start) account. If you need help to switch to your existing QuickBooks Online account, email

If it’s your first time using QuickBooks Invoicing, you can create new products or services from Gmail. After you create them, we’ll save them and you can always add those products or services to other invoices in the future.

If you process over $20,000 gross transactions and 200 card transactions, then you can download your 1099-K in January.

No. You can cancel at any time without any cancelation fees.

From your Gmail inbox, go to Settings and find the Add-on tab. In the Add-on tab, select Manage under QuickBooks Invoicing. Select the and select Remove

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