Let customers pay—right through the invoice. Get paid 4x faster than you would with paper invoicing.1
Flexible payments. Easier projects.
Whatever the job, we have just the way to get invoices paid—organized in one place.
Take all kinds of payments
Accept payments via cards, ACH, PayPal, Venmo,** and Apple Pay®.

Settle invoices on-site
Take contactless, in-person payments with our mobile app and card reader.**
Sit back, send a link
Request payments and let your customers send you money anytime, wherever they are.
Schedule in advance
Set recurring invoices to be automatically sent and paid.
Protect future payments
Get automatic protection on credit and debit card disputes, no documents or proof required.**
Get paid upfront
Apply for invoice funding and get paid on your schedule, not theirs.**
Personalize invoices to raise your profile
Add logos
Distinguish your business and leave a lasting impression.
Tailor colors
Make sure invoices reflect your professional brand and style.
Preview designs
Know exactly what customers will see, so there are no surprises.

QUICKBOOKS CHECKING
All-in-one business and banking
It’s not just how you get paid—but where.
Pair Payments with a QuickBooks Checking bank account for Instant Deposit at no added fee (if eligible), and a seamless way to spend, stash, and grow your money from one place.**
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Protect your business from payment disputes
With payments dispute protection, QuickBooks takes care of chargebacks so you don’t have to.**
- Get automatic protection on credit and debit card disputes, no documents or proof required.
- We'll cover up to $25,000 per year, $10,000 per dispute on card payments.
- Additional fees as low as .99% on all future card payments you process with us.

Simplify every part of getting paid
Take a closer look at how we make invoicing fast and flexible, from start to finish.
Auto-filled for painless prep
Don’t sweat the details—we’ll do it for you. Customer info is automatically populated so creating invoices is a cinch.

No runaround, just real-time tracking
Track payments on your phone. You’ll get alerts the moment customers view and pay invoices.

Deposits that work as fast as you
Have money on hand when you need it. Eligible payments are deposited next business day—or instantly for an extra 1% fee.**

Bookkeeping, minus the busywork
When customers pay through QuickBooks Payments, we’ll record and match it for you. Your books stay tax ready, and you stay free to focus.

- SquareStripe
- ACH An electronic money transfer between banks that pulls money from your customers bank account and pushes it to your bank account.
- Keyed Manually typing in a customer’s credit or debit card info. For example, taking payment over the phone.
- Invoiced Sharing an online invoice with your customer, who then pays it using a credit or debit card.
- Card reader Card payments processed by insert, tap, or digital wallet with a card reader.
- Payment deposit speed
- 1%max $101%min $11.2%
- 3.4%+ 25¢3.5%+ 15¢3.4%+ 30¢
- 2.9%+ 25¢2.9%+ 30¢2.9%+ 30¢*
- 2.4%+ 25¢2.6%+ 10¢2.7%+ 5¢
- Next business dayNext business day2 business days
- QuickBooks
- Square
- Stripe
- 1% max $10
- 1% (min $1)
- 1.2%
- QuickBooks
- Square
- Stripe
- 3.4% + 25¢
- 3.5% + 15¢
- 3.4% + 30¢
- QuickBooks
- Square
- Stripe
- 2.9% + 25¢
- 2.9% + 30¢
- 2.9% + 30¢*
- QuickBooks
- Square
- Stripe
- 2.4% + 25¢
- 2.6% + 10¢
- 2.9% + 30¢
- QuickBooks
- Square
- Stripe
- Next business day
- Next business day
- 2 business days
Low rates, more cash in your pocket
Keep more of what you make with our affordable rates. No upfront costs, subscriptions, or hidden fees.
QuickBooks Desktop customer?
The complete guide to creating invoices & getting paid
By Madeleine Somerville June 25, 2020

Whether a freelancer, consultant, or entrepreneur, invoicing is a key component of your business. But what is the easiest and more cost-effective way to create invoices? This guide covers everything you’ll need to craft professional invoices:
- How to create invoices
- Payment terms on invoices
- Do I need a payment contract?
- Should I require a deposit?
- How to accept invoice payments
- Tracking invoices
- Sending friendly reminders
- The cost of getting paid
- When clients don’t pay
How to create invoices
Professional invoices build a cohesive look for your business and brand, as well as highlight the value of the work you’re providing. QuickBooks streamlines the process with automatic prompts to help you fill in the required information. Here are the essential elements you should include in each invoice:
1. Company information
List your contact information and your customers’ details—legal name, business address, phone and fax number (if applicable)—near the top or bottom of the invoice.
2. Header
Include the title, “Invoice,” at the top of your document so customers can immediately identify the communication.
3. Date, invoice number, and unique identifier
Include the invoice issuing date, as well as an invoice number or other unique identifier. This can be a simple file number, unique billing code, or date-based purchase order number.
4. Customer purchase order (PO) numbers or billing codes
Ask your customer about any unique details to include, such as an internal PO number or billing code. For many larger companies, these identifiers are necessary to keep track of payments.
5. Itemized list of goods and services
Your customer—and potentially, an auditor—should understand what goods and services you’ve provided with just a brief scan of the invoice. Include names, dates, rates, the quantity of the goods and services provided, as well as any price modifications, item descriptions, and your work processes.
6. Payment terms
Include a due date and be aware that standard payment terms vary by industry, business, and client relations. Clarify that penalties—late fees or a percentage of the total bill—will be imposed if these terms are not met.
7. Itemized fees
List taxes, handling fees, or other charges, on separate lines. This is important for varying budgets and balancing your internal bookkeeping.
8. Total amount due
Make sure your total amount due is clear and easy to find.
9. Instructions for paying
Provide a clear set of payment steps specifying how you accept payments: online, wire transfer, check, or credit card. The more options you provide, the faster you’ll get paid.
Payment terms on invoices
It’s important to include payment terms and conditions in order to clearly communicate when payment is expected and how customers can pay the invoice.
Invoice Payment Term | What It Means |
---|---|
Terms of sale | The terms agreed upon by the buyer and seller, such as cost, amount, delivery/shipping, taxes, payment method and payment due date. |
PIA | Payment in advance. This lets the customer know that the full payment is expected in advance, before starting work. |
CIA | Cash in advance. This lets the customer know when you expect the payment (in advance) and how you will accept the payment (in cash). |
Immediate payment | This lets the customer know that the payment is expected at the same time as the product/service is delivered, or the seller has the right to repossess the product/service. |
Upon receipt | This tells the customer you expect payment as soon as the customer receives your invoice. |
Net 7 | Payment is due 7 days after the invoice date. |
Net 10 | Payment is due 10 days after the invoice date. |
Net 21 | Payment is due 21 days after the invoice date. |
Net 30 | Payment is due 30 days after the invoice date. |
Net 60 | Payment is due 60 days after the invoice date. |
Net 90 | Payment is due 90 days after the invoice date. |
Net EOM | Payment is due at the end of the month in which the invoice is received. |
15 MFI | MFI stands for Month Following Invoice. 15 MFI means payment is due on the 15th of the month following the invoice date. |
2/10 Net 30 | Net 30 means payment is due within 30 days of the invoice date. 2/10 Net 30 means if the customer makes the payment within 10 days, they will receive a 2% discount. |
50 Percent upfront | The customer must pay 50% of the total invoice amount before any work begins. |
Line of credit pay | This gives the customer the option to settle their invoice over a period of time by purchasing the product/service on credit. |
Quotes & estimates | These are the proposed prices for your products/services. |
Recurring invoice | Recurring invoices are used for ongoing services, typically with monthly or quarterly payments. |
Interest invoice | An interest invoice outlines the fees associated with the interest charged based on a past due payment. |
Invoice factoring | Invoice factoring means you sell your unpaid invoices to a third party (an invoice factoring company) that will purchase the invoices from you for a percentage of their total value and take responsibility for collecting the invoice payments, giving you immediate cash on hand. |
Cash account | Payment on a cash account is collected via cash only–no credit. |
Letter of credit | This is documented credit confirmed by a bank/financial institution. |
Bill of exchange | This is a promise from the customer to pay at a later date, typically supported by a bank/financial institution. |
COD | Cash on delivery. This means payment is expected at the same time as the delivery of the product/service |
CND | Cash next delivery. This is used for recurring services, meaning the current delivery of the product/service must be paid for before the next delivery date. |
CBS | Cash before shipment. Payment is expected before the product is shipped |
CWO | Cash with order. Payment is expected at the time the order is placed. |
1MD | Monthly credit payment of a full month’s supply of goods/services. |
2MD | Monthly credit payment of a full month’s supply of goods/services, plus an extra calendar month. |
Contra | The customer’s payment is offset against the value of supplies purchased from the customer. |
Stage payment | Payment made on an agreed amount at that stage (of installments). |
Do I need a payment contract?
A payment contract can clarify and solidify a customer’s expectations. You should discuss and come to an agreement on important terms, including:
- How you charge
- The range of services you will provide
- Your payment terms
- If you charge deposits
Outline parameters for late payments. For example, 10% of the payment late fee for each 10 days a payment is overdue. Go over the contract details with your client before beginning work. Spending five minutes drafting an invoice can avoid costly misunderstandings in the future.
Should I require a deposit?
A deposit of between 30-50% can protect you if client troubles arise. Outline the parameters in your contract, make sure your clients are aware of your policy, and issue an invoice for the deposit amount. When the job is completed, issue a second invoice deducting the deposit amount from the total owed.
How to accept invoice payments
Cash
Cash transactions have no fees, but they cannot be tracked. It is also difficult to securely transfer large sums of money, so cash transactions are rare.
Check
Use a standard checking account as there usually are no transaction fees. However, checks require that you manually update your books and your invoice tracking system.
Automated Clearing House (ACH)
An ACH transaction transfers funds from your customer’s bank account to yours electronically. ACH transfers are fast and secure. Your customers will need to supply their transit and account numbers.
Credit and debit cards
QuickBooks users can accept both credit and debit cards. Transaction fees vary slightly based on the payment platform, but typically range from between 2.4–3.4%.
Do you accept a lot of payments in person? With products like Square and the QuickBooks mobile card reader, you can take credit and debit card payments on the spot. And if you deal in online transactions, PayPal is a great option (and typically has fees of 2.9%). Plus, all integrate seamlessly with QuickBooks software.
BitCoin
Less common than traditional payments, crypto currency transfers are simple for QuickBooks customers—just turn on your PayByCoin feature.
Digital wallets
Digital wallets and mobile apps facilitate your customers’ payments on-site or remotely. When you send instantly payable invoices through QuickBooks, you can give customers the option to pay via Apple Pay®, PayPal, and Venmo.** All of your payments are automatically reconciled and deposited into your account to save you time.
Tracking invoices
If you’re creating your invoices in Word or Excel requires meticulous organization, can leave you open to information loss, and error. QuickBooks’ features take the guesswork out of invoice tracking:
- Automatically generated invoice numbers
- Sorting invoices by client name
- Providing a clear balance sheet of sent invoices
- Identifying past due invoices
QuickBooks also offers a Pay Now button on the invoice itself, which can help you get paid 4x faster.1
Sending Payment Reminders
Payment requirements are typically set at 30, 45, or 60 days. But a month is a long time and a payment due date may be forgotten. With the payment reminders feature built into QuickBooks, you’ll get the prompts, reminders, and organization you need to make sure invoices don’t fall through the cracks.
Here are a few examples for how to write a payment reminder message for your customers/clients. You can customize them to fit your specific needs and match the relationships with your customers.
Day 15 – Polite reminder email example
“This is a friendly reminder that payment for invoice #0036, in the amount of $1,500 will be due on September 12, 2017. Prompt payment is very much appreciated—please let me know if you have any questions.”
Day 30 – Late payment email example
“This is a friendly reminder that I have not yet received payment for Invoice #0036 in the amount of $1500, due September 12, 2017. Please let me know if you have any questions.”
Day +30 – You may want to call them
Once an invoice is more than 30 days late, picking up the phone and giving them a call is a great way to go. It’s best to assume honest oversight over intentional malice, but it’s ok to let them know that quick payment is appreciated.
The cost of getting paid
With so many payment methods and fees, it’s tempting to stick to good old-fashioned cash and check. But other forms of payment can attract more customers and even get paid up to two times faster. But, is it worth it?
Cost vs. loss comparison
Sam’s latest client, Ms. Ramirez wants to buy a 3,600 square foot house and needs it inspected and tested for radon. After completing the inspection, Sam issues her an invoice for $1,000 (his fixed rate of $0.25 per square foot x 3,600 square feet = $900, plus $100 for radon testing).
Here’s a chart of how much of that $1,000 Sam will end up keeping depending on which type of payment he accepts:

So, is it worth 2-3% of each invoice to offer your clients more payment options, avoid the hassle of depositing checks and manually tracking cash, and get paid up to two weeks sooner? For many business owners, the answer is yes.
When clients don’t pay
Hopefully, you won’t encounter this too often. Since you have a payment contract in place with your client, refer them to the contract parameters. You’ve established a 10% late fee for each 10 days a payment is overdue.
Using invoice factoring is also effective. This is a process whereby a third party buys your invoice debt, typically giving you between 70-90% of its value. When your invoice gets paid, you receive the remaining 10-30% of the invoice, minus the company’s processing fee.
Invoicing is a breeze once you’ve mastered the basics—and with QuickBooks, a well-made invoice personalized for your precise business needs is easily accessible.
Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.
Six ways to get your invoices paid on time
By Carrie Smith March 21, 2019

Having trouble getting invoices paid? You’re not alone. Check out these 6 ways to keep the incoming revenue wheels greased, making sure you get paid as quickly as possible.
1. Accept all forms of payment
The easier it is for your customers to pay, the more likely they are to pay on time.
Checks
Paper checks may seem like a thing of the past, but there are still a valid payment widely in use. And after all, there’s no harm in embracing all your clients’ preferred methods of pay. Make sure you clearly list your company’s name and mailing address or PO box on your invoices so clients know exactly where to send checks.
Credit and debit cards
Credit and debit cards are easy to use and help you get paid on time. Some of the best and most popular merchant credit card processing services include:
- QuickBooks Payments: Send email invoices with a Pay Now Button, and make it easy for your customers to pay directly within the invoice. Same rates for all major credit cards (2.9% + $.25 for an invoice paid online).
- Square: You can process credit or debit cards in person or digitally. Plus, you can auto-import sales and expenses in QuickBooks using the Sync with Square app.
ACH bank transfers
ACH bank transfers are often the cheapest and easiest way to move money. This is especially helpful for repeat customers. Just setup the account and routing numbers once, then collect 100% of the money you’re owed.
PayPal
It only takes a few minutes to receive PayPal payments. The receiver—i.e. the invoicer—is responsible for the fee of $.25, plus 2.9% on every transaction. These fees can be deducted as a business expense.
Mobile pay
Mobile pay is fast becoming one of the most prevalent payment methods around. These are some of the most popular apps that sync with other payment processing services:
- Samsung Pay
- Apple Pay
- Google Pay
- Venmo Share Payments
- Facebook Messenger Payments
Be flexible, look for options that keep your bookkeeping straightforward and don’t forget to write off the transaction fees associated with digital payments.
2. Create clear invoices
Your revenue relies on getting your invoices paid. It’s worth investing time in making them as clear as possible. Here is a brief checklist of invoice necessities and an example of a thorough and easy to understand invoice:
- Make the total and due date clear
- Itemize goods and services
- Send it to the correct person
- Track and simplify with identifiers

3. Be timely
The quicker you send an invoice, the faster you’ll get paid. Here are some ways to ensure your invoices get out quickly, and into the right hands.
Promptness counts
Send out invoices according to the timeline stated in the contract, or as soon as the project is complete.
Automate invoices
Automated invoicing, one of the most helpful features in QuickBooks, allows you to create an invoice template that can be used over and over again. You can even schedule recurring invoices.
Be persistent
Customers and clients are busy, and a payment reminder is often welcomed. QuickBooks can help here too by setting automated email nudges to remind customers that payment is due.
4. Establish Penalties
A penalty may sound negative, but they are a vital aspect of business. Think of penalties as a way to promote timely payments, not punish your valuable customers.
Here are a few ways to implement penalties for late payment:
Flat late fees
A flat late fee is a specific dollar amount set forth in a contract and implemented after an agreed upon payment date has been exceeded.
Accruing interest
An accruing interest charge compounds every week or month that payment is late. The terms of this percentage should be laid out in your contract or payment policy.
Finance charges
Finance charges cover the gamut of flat fees, a percentage of the invoice amount, accruing interest and any other forms of fees you assess clients for failing to pay. QuickBooks Invoicing has this feature built-in, so you can assess any finance charges to outstanding invoices without a huge hassle.
5. Automate reminders
You’re busy. So automated invoice reminders will save you time and a lot of stress. QuickBooks Invoicing software also offers this feature.
Automate reminders before and after the due date
Don’t wait until an invoice is 45 or 60 days past the payment date before setting up an automatic payment reminder. Like with the initial invoice, the likelihood of collecting old invoices decreases over time.
Consider auto-collection
To save you time later, consider requiring a credit card number upfront. This way if invoices aren’t paid on time, you can auto-collect past due payments.
6. Incentivize early or n-time payments
Encourage on-time payments by providing incentives for clients. This is a way of offering a thank you to customers who make payment a priority. Offering early payment perks or sending hand-written thank you notes display a customer-centric outlook.
Late and unpaid invoices create a lot friction in small business. But putting a few simple systems like these in place can greatly reduce the time spent chasing customers and get revenue in your bank account more quickly.
Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.