How To Create An Invoice In QuickBooks Online And Desktop?

How To Create An Invoice In QuickBooks Desktop?

After learning how to make a comprehensive invoice without missing details, we will help you create an invoice in QuickBooks Desktop. Well, there are many ways to create invoices using QuickBooks Desktop. However, don’t worry; we’ll help you create these invoices from scratch.

Creating Invoices From Scratch

Your A/R workflow will start with making an invoice if your business doesn’t require creating estimates or sales orders.

• Firstly, head to your “Home” screen or the “Customers” section.
• Then, choose the “Create Invoices” option.
• Next, pick a customer job or customer using the “Customer: Job” drop-down. Tap on “Add New” if the job or customer is not on the list.
• After that, enter the required details at the top, such as “Terms,” “Date Invoice #,” and “Bill to/Sold to.
• Now, once you’re in the detail area, choose the items.

Note: When you pick an item, the amount and description will be filled automatically based on the unit cost and description you entered while setting it up. But you can modify or delete these details when creating the invoice.

 Moreover, if you’re looking to apply for a discount, you must make a discount item.

• • Firstly, head to the “Lists” section from your “Home” screen.
  • Then, tap the “Item List” option.
  • Next, press your mouse, right-click, and select the “New” option.
  • After that, click the “Type” drop-down and hit the “Discount” option.
  • Now, type “Item Number/Name” with a brief “Description.”
  • Also, enter your discount percentage or amount in the “% or Amount” field. However, if these discount amounts vary, simply leave the % or Amount field blank. You can type in the amount straight on the sales forms.
  • Next, using the “Account” drop-down, select the income account that will allow you to track customers to whom you have given discounts.
  • After that, pick the right “Tax Code” for your item.
  • Now, hit “OK.”
  • Finally, hit the “Save & Close” button.

Creating Invoices For A Sales Order

If you have fulfilled a sales order, the next thing you need to do is make an invoice. You can use two ways to achieve this:

From the Sales Orders Window

• Firstly, head to the “Sales Order” primary tab.
• Then, tap on the “Create Invoice” option.
• Next, a prompt will appear on your screen:
  • Tap on “Create invoice for all of the sales order(s)” in order to add all sales order items to your invoice.
  • Tap on “Create invoice for selected items” to add only specific items to your invoice.
• After that, you can make all the required changes to your invoice.

Note: In the items lists, type in the quantity for each item in the “To Invoice” section. You can also enter “0” as your quantity if you don’t need to invoice any listed item.

• Finally, hit “Save & Close.”

From The Invoice Window

• Firstly, head to your QuickBooks “Customer” section or “Home” screen.
• Then, tap the “Create Invoices” option.
• Next, pick a customer job or customer using the “Customer: Job” drop-down.
• After that, select sales orders with items you need to add to your invoice.
• Now, make all the essential changes in your invoice.

Note: In the items lists, type in the quantity for each item in the “To Invoice” section. You can also enter “0” as your quantity if you don’t need to invoice any listed item.

• Finally, hit the “Save & Close” button.

Creating Invoices For An Estimate

If the customer has accepted the estimate and is willing to pay out a fixed amount, you can turn the whole estimate into an invoice.

From The Estimate Window

• Firstly, open the right estimate.
• Then, tap the “Create Invoice” button present on the estimate form top.
• Next, if you have turned on the progress invoicing, you’ll receive a prompt asking about the quantities and items to mention on your invoice. Make sure to specify what you want to include.
• After that, when your invoice appears on the screen, edit the details per your needs.
• Finally, hit the “Save & Close” button.

From The Invoice Window

• Firstly, head to your QuickBooks “Customer” section or “Home” screen.
• Then, tap the “Create Invoices” option. 
• Next, pick a customer job or customer using the “Customer: Job” drop-down. An available Estimates window will appear on your screen.
• After that, select the estimate you need to add to your invoice. Know that QuickBooks allows you to pick one estimate only for the invoice.

Note: If you have turned on the progress invoicing, you’ll receive a prompt asking what you want to include in your invoice. Simply specify what you need to add as it prompts on your screen.

• Now, once your invoice appears on the screen, edit the details per your needs.
• Finally, tap on the “Save & Close” button.

How To Create An Invoice In QuickBooks Online?

So, in the previous section, we came to know about how to create an invoice in QuickBooks Desktop. However, if you’re a user of QuickBooks Online, the steps can differ a bit. Furthermore, whether you’re using the old experience or new experience in QuickBooks online will also matter while creating an invoice.

So, here are all the steps to help you create invoices in QB online.

Step 1: Create And Send An Invoice

There can be a bit of difference between steps for creating and sending an invoice using QB online based on what experience you’re using currently.

For Old Experience Users

• Firstly, tap on “+New.”
• Then, choose the “Invoice” option.
• Next, head to the “Customer ▼” drop-down, and choose a customer. Don’t make any mistakes in the details of the customers, especially their email.
• After that, analyze the “Invoice date.” You can change the due date by tapping on the “Terms ▼” drop-down if you want to.

Note: Your Net will be set as 30 days by default. If you want to change this payment due date, make sure you edit that section.

• Now, head to the “Product/Service” section. Then, click on a service or product.
• Also, write the rate and quantity, and change the amount if required.
• Next, click the “Tax” checkbox if your product or service charges sales tax.
• After you finish this, you’ll get many options for sharing or saving your invoice.
  • If your invoice is ready, tap “Save and send” to email your invoice to the customer. Make the necessary changes, and then hit “Send and close.”
  • To send your invoice sometime later, tap “Save and close.”
  • In order to print a paper invoice, click “Save.” After that, tap on “Print or Preview.”
  • To send the customer a link to their invoice via text message, tap “Save and share link.”

For New Experience Users

• Firstly, tap on “+New.”
• Then, choose the “Invoice” option.
• Next, head to the “Customer ▼” drop-down, and choose a customer. Don’t make any mistakes in the details of the customers, especially their email.
• After that, analyze the “Invoice date,” “Terms,” and “Due date.” You have the option to change terms or dates if required.
• Now, head to the “Product/Service” section. Then, click on a service or product from the “▼ drop-down.
• Also, decide the way you want the charge amount to be calculated, i.e., by item, flat rate, or hour. Then, type in the rate and quantity, if required.
• Next, select the “⚙ Manage” option to design the invoices or change the info. Once done changing, choose the options from your side panel. This will help your QuickBooks to remember your choices. So, if you make any invoices in the future, QuickBooks will automatically apply these choices. 
• When you complete all the previous steps, you’ll have various options for sharing and saving your invoice:
  • If your invoice is ready, tap “Review and send” to email your invoice to the customer. Make the necessary changes, and then hit “Send invoice.”
  • To send your invoice at a later time, tap “Save and close.”
  • In order to print a paper invoice, click “Save.” After that, tap on “Print and download.”
  • If you have already received your customer’s payment, tap “Receive Payment.”
  • To send the customer a link to their invoice via text message, tap “Save and share link.”