How Portia Creates an Invoice in QuickBooks

Creating an invoice in QuickBooks is a key feature that allows users to manage sales and track customer payments efficiently. The process is relatively straightforward but can vary slightly depending on whether you are using QuickBooks Online or QuickBooks Desktop. In this comprehensive guide, we’ll walk Portia through the step-by-step process of creating an invoice in QuickBooks, along with best practices and helpful tips to ensure smooth invoicing for her business.

How Do I Speak With QuickBooks Desktop Support | How do I contact QuickBooks desktop support | QuickBooks Enterprise Support Number | QuickBooks Enterprise contact Number | How do I call QuickBooks Enterprise support | How do I contact Intuit QuickBooks Enterprise | How do I contact QuickBooks payroll customer service | What is the QuickBooks Payroll Error Support Number | QuickBooks Payroll Error Support Number | How do I access customer center in QuickBooks | How do I connect with Real Human at QuickBooks | Does QuickBooks have 24 hour support phone number | How to Connect with a Real Human at QuickBooks | How to get support with QuickBooks Desktop

1. Understanding Invoices in QuickBooks

An invoice in QuickBooks is a document sent to customers when they owe money for products or services that were provided. It records the amount due, the due date, and the terms of payment. This is crucial for maintaining accurate financial records, ensuring timely payments, and maintaining a healthy cash flow for your business.

QuickBooks Desktop Support Number | How Do I Contact QuickBooks Payroll Support Number | What is the number for 1 800 446 8848 | How do I call QuickBooks Enterprise Desktop support |

How Do I Speak With QuickBooks Desktop Support | How do I contact QuickBooks desktop support

QuickBooks Enterprise Support Number | QuickBooks Payroll Error Support Number | How do I access customer center in QuickBooks | How to get support with QuickBooks Desktop

2. QuickBooks Online vs. QuickBooks Desktop

Before we dive into the steps, it’s important to note that QuickBooks offers two main platforms: QuickBooks Online (cloud-based) and QuickBooks Desktop (software installed on your computer). While the general process of creating an invoice is similar, the interface and some features may differ between the two. We’ll cover both platforms here.

3. Creating an Invoice in QuickBooks Online

Step 1: Navigate to the Invoicing Section

Log in to your QuickBooks Online account.
From the dashboard, click on the + New button located at the top left of the screen.
In the drop-down menu, select Invoice under the Customers section.

Step 2: Fill Out the Invoice Form

Once you’ve clicked on Invoice, you’ll be taken to the invoice creation form. Here’s what Portia needs to complete:

Customer Information: Select the customer from the drop-down menu. If the customer isn’t listed, click Add New to create a new customer profile.
Invoice Date: The date when the invoice is created.
Terms: This defines how long the customer has to pay. Common terms are Net 30, Net 15, or due upon receipt.
Due Date: Automatically calculated based on the terms, but you can change it manually.
Billing Address: This is auto-populated from the customer profile but can be edited if needed.

How Do I Contact QuickBooks Premier Support Number | How Do I Contact QuickBooks Enterprise Support Number | How Do I Contact QuickBooks Intuit Enterprise Support By Phone | How Do I Contact QuickBooks Intuit Enterprise Support By Phone

Step 3: Add Line Items

Each item or service you are billing for is entered as a line item:

Product/Service: Select the item or service from your product list. If it’s not listed, click Add New.
Description: This is optional, but you can add a detailed description of the product or service.
Quantity: Enter the quantity of the item sold.
Rate: The price per unit of the item.
Amount: This is automatically calculated as Quantity × Rate.

You can add multiple line items by clicking on Add Line.

Step 4: Review Tax Details

QuickBooks automatically applies the appropriate tax based on the product/service and the customer’s location. Review the tax applied and make changes if necessary.

If you need to adjust the tax rate or exempt a customer from taxes, you can do so by clicking the Tax column.

Step 5: Add Additional Information (Optional)

Memo: You can add a memo for internal use or customer communication.
Attachments: If you need to attach any documents (like contracts or receipts), click on the Attachments section.

Step 6: Review and Send the Invoice

Once all the details are in, review the invoice for accuracy:

Check the total amount due, taxes applied, and line items.
If everything looks good, click on Save and Send to email the invoice directly to the customer, or select Save and Close if you prefer to send it manually later.

Step 7: Track Invoice Status

After the invoice is sent, you can track its status:

Viewed: Indicates that the customer has opened the invoice.
Paid: Shows when the payment has been received.
Overdue: If the invoice is unpaid past the due date.

4. Creating an Invoice in QuickBooks Desktop

Step 1: Open the Create Invoice Window

Launch QuickBooks Desktop and open your company file.
From the Home screen, click on the Customers menu at the top and select Create Invoices.

Step 2: Select the Customer and Job

In the Create Invoice window:

Customer: Job: Select the customer or job from the drop-down list. If the customer doesn’t exist, click Add New.
Class (optional): If you use class tracking, select the appropriate class for the invoice.

Step 3: Fill Out Invoice Fields

Just like QuickBooks Online, you need to complete several fields:

Date: This is the invoice date.
Invoice Number: QuickBooks will automatically assign an invoice number, but you can edit it if needed.
Bill To: The customer’s billing address is populated from their profile, but you can modify it if necessary.

Step 4: Add Line Items

Add products and services to the invoice by selecting from the Item drop-down:

Item Code: Select the product or service being invoiced.
Description: This auto-fills based on the item code but can be edited.
Quantity: Enter the quantity sold.
Rate: The unit price of the item.
Amount: Automatically calculated by QuickBooks.

Step 5: Apply Sales Tax

To add sales tax:

Click on the Tax column and ensure the correct sales tax is applied.
If the customer is tax-exempt, ensure that this is reflected in the invoice.

Step 6: Customize the Invoice (Optional)

You can customize your invoice by adding a logo, changing fonts, or adjusting the layout. To do this, click on Formatting and then Customize Data Layout.

Step 7: Review and Send

Once you’ve entered all the details:

Click Print if you want a physical copy.
Click Email to send it directly to the customer.
Or click Save & Close to save the invoice without sending it right away.

Step 8: Track Invoice Payments

In QuickBooks Desktop, you can track invoice payments through the Customers menu:

Click on Receive Payments to record when a customer has paid the invoice.
If the invoice becomes overdue, QuickBooks will show a notification on the Home page.

5. Best Practices for Invoicing

A. Set Clear Payment Terms

Ensure your payment terms are clear and agreed upon by your customers. Terms such as Net 30 or due upon receipt help establish expectations and encourage timely payments.

B. Send Invoices Promptly

Don’t delay sending invoices after providing goods or services. Prompt invoicing improves cash flow and reduces the likelihood of late payments.

C. Automate Recurring Invoices

If you have customers that receive the same invoice on a regular basis (e.g., monthly services), set up recurring invoices in QuickBooks Online by selecting Make Recurring at the bottom of the invoice page. This saves time and ensures invoices go out automatically.

D. Follow Up on Overdue Invoices

QuickBooks allows you to send reminder emails for overdue invoices. You can customize these reminders and even apply late fees to encourage faster payments.

E. Integrate Payment Options

Make it easy for customers to pay by integrating online payment options, such as credit cards, ACH transfers, or PayPal. QuickBooks Payments offers seamless integration with both QuickBooks Online and Desktop, allowing customers to pay directly from the invoice.

6. Handling Special Cases

A. Partial Payments

In QuickBooks, customers may sometimes make partial payments. To record this:

In QuickBooks Online, go to Receive Payment under the Customers menu, select the customer, and enter the partial amount paid.
In QuickBooks Desktop, click Receive Payments, select the invoice, and enter the amount received.

The remaining balance will stay open until it’s fully paid.

B. Credit Memos and Refunds

Sometimes, a customer might return a product or need a refund. QuickBooks allows you to issue Credit Memos or Refund Receipts:

In QuickBooks Online, click on + New and choose Credit Memo to apply it to a future invoice or issue a refund receipt.
In QuickBooks Desktop, go to the Customers menu, select Create Credit Memos/Refunds, and apply it to an invoice or refund.

C. Customizing Invoice Templates

QuickBooks provides a range of customization options for invoices:

QuickBooks Online: Go to Settings > Custom Form Styles to change the design, layout, and details of your invoice template.
QuickBooks Desktop: Use Customize Data Layout under the Formatting tab to change the appearance of your invoices.

D. Multi-Currency Invoices

If your business deals with international customers, QuickBooks supports invoicing in multiple currencies. Enable the multi-currency feature in the settings and select the appropriate currency when creating the invoice.

7. Common Invoice Issues and Troubleshooting

A. Incorrect Sales Tax Calculation

Sometimes QuickBooks may calculate the wrong sales tax rate. Check that your tax settings are correct by navigating to the Tax section in QuickBooks Online or Sales Tax Preferences in QuickBooks Desktop.

B. Duplicate Invoices

If you’ve accidentally created duplicate invoices, it’s important to delete or void the duplicates to avoid

Here are some frequently asked questions (FAQs) about creating an invoice in QuickBooks that Portia might find useful:

1. How do I create an invoice for a new customer?

In QuickBooks Online:
1. Click the + New button and select Invoice.
2. In the Customer drop-down, select Add New.
3. Fill out the new customer information, and complete the invoice fields.
In QuickBooks Desktop:
1. Go to Customers > Create Invoices.
2. In the Customer: Job drop-down, select Add New.
3. Enter the customer information and proceed with creating the invoice.

2. How can I automate the creation of recurring invoices?

In QuickBooks Online, while creating the invoice:
1. At the bottom of the invoice page, click on Make Recurring.
2. Customize the recurring schedule (e.g., monthly) and save it.
In QuickBooks Desktop, go to Create Invoices, fill out the details, and then click on Memorize. Set up the schedule for the recurring invoice.

3. How do I customize the look of my invoice?

QuickBooks Online:
1. Go to Settings > Custom Form Styles.
2. Create or edit a template and adjust the design, colors, fonts, and logo.
QuickBooks Desktop:
1. Open the Create Invoices screen, then click on the Formatting tab.
2. Select Customize Data Layout to modify the appearance of your invoice.

4. How do I add a discount to an invoice?

In QuickBooks Online:
1. While creating an invoice, click on the Discount option at the bottom of the invoice.
2. Enter the discount as a percentage or a dollar amount.
In QuickBooks Desktop:
1. In the invoice screen, add a line item for the discount.
2. Choose a Discount Item from the Item List or create a new discount item.

5. How do I apply a partial payment to an invoice?

QuickBooks Online:
1. Go to + New > Receive Payment.
2. Select the customer and invoice, and enter the partial payment amount.
QuickBooks Desktop:
1. Click Customers > Receive Payments.
2. Select the customer and the invoice, and enter the partial payment amount.

6. Can I attach files to an invoice?

QuickBooks Online: Yes, you can attach files such as contracts, receipts, or images by clicking on the Attachments section at the bottom of the invoice.
QuickBooks Desktop: Yes, you can attach files by clicking on Attach File in the invoice window.

7. How do I delete or void an invoice?

QuickBooks Online:
1. Open the invoice you wish to delete or void.
2. Click on More > Delete or Void.
QuickBooks Desktop:
1. Go to Customers > Create Invoices.
2. Locate and open the invoice, then click on Edit > Void Invoice or Delete Invoice.

8. What’s the difference between deleting and voiding an invoice?

Deleting an invoice removes it completely from your QuickBooks records, while voiding keeps a record of the invoice but changes its total to zero. Voiding is preferable for maintaining an audit trail.

9. How do I record a refund for a customer?

QuickBooks Online:
1. Click + New > Refund Receipt.
2. Select the customer and complete the necessary fields.
QuickBooks Desktop:
1. Go to Customers > Create Credit Memos/Refunds.
2. Fill out the credit memo and apply it to the invoice or issue a refund.

10. How do I track overdue invoices?

QuickBooks Online:
1. On the dashboard, go to the Invoices tab to see overdue invoices.
2. You can also run an Accounts Receivable Aging Summary report to track overdue invoices.
QuickBooks Desktop:
1. Go to the Customers tab and select Customer Center.
2. View overdue invoices or run an A/R Aging Summary report.

11. Can I create invoices in multiple currencies?

QuickBooks Online:
1. Go to Settings > Account and Settings > Advanced and turn on the Multi-currency feature.
2. Create invoices in different currencies for international clients.
QuickBooks Desktop:
1. Enable the Multi-Currency option by going to Edit > Preferences > Multiple Currencies.
2. You can then create invoices in various currencies based on the customer’s currency settings.

12. How do I add sales tax to an invoice?

QuickBooks Online:
1. Ensure that the sales tax feature is turned on by going to Taxes > Sales Tax.
2. While creating an invoice, QuickBooks will automatically apply the appropriate sales tax based on the customer and product/service.
QuickBooks Desktop:
1. Go to Edit > Preferences > Sales Tax to ensure the settings are correct.
2. Add the sales tax item to your invoice by selecting it from the Tax drop-down.

13. Can I send an invoice by mail instead of email?

QuickBooks Online: Yes, you can print the invoice and mail it. After creating the invoice, click Save and Print.
QuickBooks Desktop: After creating the invoice, click on the Print button to print it for mailing.

14. How do I handle invoices for customers who pay in installments?

QuickBooks Online:
1. You can use the Receive Payment function to record installment payments, entering partial amounts until the invoice is fully paid.