QuickBooks Team

Reports and accounting

Hi there, dlscornett. 


I'm happy to help you out. Below I'm including the steps to create and send invoices via email. 


Step 1: Create and send an invoice:

  1. Select + New.
  2. Then select Invoice or Send Invoice.
  3. From the Customer ▼ dropdown, select a customer. Make sure all of their info is correct, especially their email address.
  4. Review the Invoice date. If you need to, change the due date in the Terms ▼ dropdown.

    Tip: Net refers to the number of days until the payment is due. The default is 30 days, but you can change the due date if needed.

  5. From the Product/Service column, select a product or service. You can also select +Add new to create a new product or service right from the invoice.
  6. Enter a quantity, rate and change amount if needed.

    Note: If you see the Flat rateBy hour, or By item options, this means you're in Business view. Your experience is slightly different.

  7. Select the Tax checkbox if you need to charge sales tax.
  8. When you're ready to send the invoice, select Save and send. Or, if you're using QuickBooks Simple Start, select Send.

If you want to send the invoice later, select Save and close or Record if you’re using QuickBooks Simple Start.


Print invoices or get a link to share with customers:


Want to send your customers a paper invoice? When you're finished with an invoice, select the Save and send ▼. Then select Print or Preview. You can send customers a link over SMS or a messenger service so they can view their invoice. When you're finished with an invoice, select the Save and send ▼ and then Save and share link. You can copy the link or select Copy link. Customers can view and pay for their invoices from the link.


Step 2: Review open invoices:


Any time you want to review your invoices, go to the Sales menu and select the All sales tab or Invoices tab. Check the Status column to see where invoices are in the sales process. You can also go to the Customers tab and open a customer's profile to see their invoices. Tip: Before you get paid, QuickBooks puts open invoices into your accounts payable account. You'll see this account on your Balance Sheet and other financial reports.

Need to notify customers about upcoming invoice due dates? Here's how to send them a reminder message.


Step 3: Receive payments for invoices:


If you use QuickBooks Payments, customers can pay their invoices directly by credit card or ACH transfer. We process and handle everything for you. When you get paid, QuickBooks puts transactions into the correct accounts. If you use an external platform to process payments, you can easily keep track of payments as well. Follow the steps to record invoice payments manually.


Step 4: Enhance your invoices:


Want to personalize your invoices? Here's how to create custom templates. If you're a project-based business, you can create progress invoices to request partial payments during a project.


You can find these steps as well as additional information such as the difference between invoice statuses at the following link: Create invoices in QuickBooks Online. For future reference, I'm also including a helpful article for you to check out: Customize invoices, estimates and sales receipts in QuickBooks Online.  


If you have any other questions, feel free to post here anytime, night or day. Thank you and have a lovely day.