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What You Need to Know About QuickBooks Online Invoicing

An invoice is an important part of the payment process. The process starts with sending and receiving an invoice. However, it’s not easy for most people when it comes to generating, sending, and collecting on the invoice. 

A lot of small businesses utilize accounting software such as Intuit QuickBooks Online to assist in automating and solving these issues. But, as a QuickBooks user, you’ve likely noted one or two things you need to do before sending an invoice. If you’re finding it hard handling the invoicing process, this ultimate QuickBooks Invoice Support will help you get through. 

Configuring QB Online Invoice Settings

If you want to get paid fast, it’s important that you first configure the settings of your invoice in QB Online. The first challenge number one you’re facing is to determine the amount of information you require to display on your invoice and sales forms. 

From the QB dashboard, click on the Setting button (Gear Icon) and choose the “Account and Settings” option. There, you’ll view all the available invoices and sales information settings and fields. Click on the “Sales” option in the “Account and Settings” and configure your sales forms and invoice fields easily. If you’re having issues up to that point, don’t worry; Intuit QuickBooks Invoice Support can help you as soon as you contact them. 

The following fields are available in QB Online Invoice:

  • Shipping – adds shipping sections to sales forms and invoices
  • Invoicing T&C – By default, sets payment due in 30 days from the date of invoice creation
  • Invoice delivery Medium – hard copy print or email
  • Service date – adds a service date section
  • Custom fields – you get 3 fields for public or internal custom information
  • Discount – adds a deposit section to sales forms and invoices
  • Custom transaction numbers – lets you view and alter transaction numbers
  • Tips/Gratuity – add tips/gratuity to sales forms and invoices

You can click on the pencil icon if you need to edit any of the above information. Once you complete editing, click “Save”.

Steps to Create an Invoice in QuickBooks Online

Generally, there are two ways of creating a QuickBooks Online Invoice, namely:

  • Create an invoice from scratch
  • Create and change an estimate into an invoice

The following are steps you should follow while creating a new QB online invoice:

Step one: Click + “New” and “Invoice” to create an invoice

Step two: Choose a “customer

Step three: Enter the “customer email

Step four: Enter all the required information for “Product/Service”, “QTY”, “Description”, “Rate”, “Tax”, and “Amount”.

Step five: Enter an “Invoice message

Step Six: Click “Save and Send” and QuickBooks will email your invoice. 

Steps to Create an Invoice out of an Estimate

If you’ve already created an estimate, then it’s easy to convert it into an invoice. Also, you may decide to convert a section of this estimate or the whole estimate into an invoice. That’s especially useful when you’re billing for larger tasks. The following are the easy steps on how to do that:

Step one: Hover the cursor over “Sales” and then click on “Customers” to locate your estimate

Step two: Scroll down and choose a customer having an existing estimate

Step three: Click “Estimate” to open it

Step four: Click “Create invoice” to have the estimate converted into an invoice

Step five: Choose the amount of the estimate you wish to invoice for

Step six: Click “Create invoice

If you’re having any issues, you’re welcome to connect with Intuit Invoice support for quick, reliable, and professional assistance. 

The Commonly Used Fields on a QB Online Invoice

If you like, you can customize the precise fields displaying on your invoice in the “Account and Settings” tab. Also, you can edit them one by one by hitting the “gear icon”. These are some of the commonly utilized fields on invoices: 

Invoice Number: You may be aware that each number on the invoice is unique. You can find that at the top of your invoice when creating a new one. 

Invoice date: This is the date you’ll be sending the invoice. Based on your configuration and settings (Net 30), that will auto-set the invoice due date. 

Billing Address: This the known billing address of the customer

Invoice terms: The “Net 30” is going to auto-set the invoice due date THIRTY days from the day of invoice creation. 

Custom fields: The editable fields which display any unique info on an invoice.

Due Date: That’s the day your invoice payment will be due

Service Date: This is the date the service was done.

Customer Email: This is the customer’s or company’s email you’ll be sending your invoice.

Customer: The business, customer, or company who will be receiving the invoice. If you want to include a new customer, just click “Add new” from the drop-down box and then enter the required customer information. Choosing a customer is going to automatically fill the form fields for billing, email, shipping addresses, location, and terms. Like Quicken Invoice support, the Intuit QB Invoice support is always there when you need it.    

Product/Service: This is the product or service that you offered. It’s pulled from your predefined list of products and services in QB online. To add a new product/Service, select “Add New” and then enter all the required information. The fields for rate, description, tax, and class are going to automatically populate after you choose a Product/Service. In case of any issues doing so, the QB Invoice Support can help. 

Description: This is a description of the Product/service offered

QTY (Quantity): This is the quantity of each Product/Service sold. Once you enter the quantity, the amount will automatically calculate as quantity x rates. 

Rate: This is the going-rate per Product/Service

Amount: The total amount for the particular invoice line item

Tax: It’s the rate of tax per Product/Service. Once you enter the tax rate, it will auto calculate as rates x amount

Balance Due: The Balance Due displays the part of the full amount that’s currently due for the Product/Service. That ought to be the total amount if at all this isn’t a partial invoice. The field will be automatically calculated when you convert an estimate into an invoice. Also, you can input that field when coming up with an invoice.

Message on the invoice: That’s a short message that will be seen by your invoice recipient when they get the invoice.

Message on Statement: The statements to clients or customers that are displayed on an invoice

Attachments: Any extra attachments such as pdf, Jpeg, etc. related to the service or sale

You can click on the “Gear Icon” on the upper right corner of your invoice if you wish to directly edit your sales and invoice from settings in-line. That’s a quick way of seeing how the changes in settings will change your invoice. As mentioned, if you face any issues, you can connect with the Intuit helpline for assistance.  

Steps to Edit QB Online Invoice Templates

After setting all of the invoice fields, either by yourself or with the Intuit QB Invoice Support, you’ll also need to edit its visual design. Fortunately, QuickBooks provides you with fairly powerful template editing functionalities for estimates, invoices, and sales receipts. However, you’ll still be limited to a selection of template styles, colors, and fonts. Here’s how to edit your QB Online invoice template:

  • Click on the “Gear Icon” and navigate to the “Custom Form Styles
  • There, you’ll view a list of all “Estimates”, “Sales Receipts”, and “Invoices
  • Click on the existing form to click “Edit”. You can also click “New Style” to make a new form
  • Utilize the QB Online form builder and edit the invoice design
  • Utilize the “Design tab” in applying templates, changing your logo, color scheme, and fonts
  • Utilize the “Content tab” in editing fields as they will show to recipients of invoices
  • Utilize the “Emails tab” in editing the email that all recipients of invoices will see.

Steps to Setting up QuickBooks Online Payments

Creating and sending invoices is one thing and setting up a process of payment is another. Fortunately, the QuickBooks Invoice Support is there for you. Also, you can easily configure QB to receive payments. That automated process provides invoice recipients with a way of paying and closes their invoices as soon as the transaction is successful. So, here’s how to accept payments in QB Online:

  • Click on the “gear icon” and choose “Account and Settings
  • Click “Payments” and then click on the “Learn more” button
  • Next, click “Set up payments” and get started
  • Enter the required “Business information
  • Enter the “Business owner information
  • Choose a “Bank account
  • Receive payment directly from your invoice via a “Pay Now” button.

Steps to Sending QB Online Invoice Reminder

Sometimes, an invoice can go unpaid. At this point, you’ll need to follow up using an overdue invoice email as a reminder. It’s easy to send these reminders individually or in a batch. This is how to do it:

  • Click “Sales” and then choose “Invoices
  • Choose a “Single” or “Multiple” invoices
  • Click “Batch actions
  • Next, click “Send” to have the invoice sent
  • Click “Send reminder” and send an invoice payment reminder email having a copy of that invoice
  • You’ll see a message dialog letting you customize your message before sending it to the customer

The Intuit Helpline (866) 935-7237 is always open for you to call in case you need help. The QuickBooks contact will help you to speak to a QB Enterprise sales executive who can answer all your questions and offer you any extra product info you may require.