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Create an Invoice in QuickBooks Desktop Pro- Instructions

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Create an Invoice in QuickBooks Desktop Pro: A picture of a user creating an invoice in QuickBooks Desktop Pro.

Create an Invoice in QuickBooks Desktop Pro: Overview

            You create an invoice in QuickBooks Desktop Pro for customer sales for which payment will be made later. The invoice shows the customer’s information. It also shows how much that customer owes for the goods or services purchased.

            To create an invoice in QuickBooks Desktop Pro, select “Customers| Create Invoices” from the Menu Bar. The specific invoice form used for the transaction can be changed. To do this, use the “Template” drop-down in the upper-right corner of the invoice data entry form.

            Then enter customer information into the invoice. One way to do this is by using the “Customer:Job” drop-down and then selecting an existing customer from the Customer List. Alternatively, you can type the customer information into the “Bill To” and “Ship To” fields in the form.

            If you select a customer from the drop-down, their information automatically appears in the form. If manually entering customer data, instead, you must specify additional information. This includes setting the sales terms from the “Terms” drop-down. You must also choose a sales tax code and sales tax rate to apply from the “Customer Tax Code” and “Tax” drop-downs at the bottom of the form.

Create an Invoice in QuickBooks Desktop Pro: A picture of a user creating an invoice in QuickBooks Desktop Pro.

Create an Invoice in QuickBooks Desktop Pro: A picture of a user creating an invoice in QuickBooks Desktop Pro.

            After entering the customer information, select the invoice date from the “Date” field. The “Invoice #” field automatically increments itself up to the next available invoice number.

            At the bottom of the invoice, you then enter each item purchased on its own line. Do this by selecting a choice from the “Item” column in the first available row within the line item area. The items that appear in the drop-down list are from the Item List. In QuickBooks Desktop Pro, line items are used for goods and services, as well as discounts, subtotals, and sales tax lines, among others. For each line item, specify the quantity and rate by using the “Qty” and “Rate” fields. Alternatively, enter a total amount for the line item into the “Amount” field. If specifying a quantity and rate, the “Amount” field then automatically calculates itself.

            To print this invoice later, ensure the “Print Later” checkbox in the “Main” tab of the Ribbon at the top of the window is checked. When finished, click the “Save & Close” button to save the invoice. Alternatively, click the “Save & New” button to save the invoice and leave the window open to continue creating invoices. Also, starting in QuickBooks Desktop Pro 2019, a “See History” link appears next to the “Invoice” title within saved invoices. Clicking this link opens a small “Invoice History” window. The “Invoice History” window shows the history of the invoice. It includes when it was created, viewed, sent, paid and deposited.

            After creating an invoice, QuickBooks Desktop Pro places a record for the invoice into the “Accounts Receivable” account. You can see how much is in this account by opening the Chart of Accounts window.

Create an Invoice in QuickBooks Desktop Pro: Instructions

  1. To create an invoice in QuickBooks Desktop Pro, select “Customers| Create Invoices” from the Menu Bar.
  2. To select the specific invoice form to use, make a choice from the “Template” drop-down in the upper-right corner of the invoice form.
  3. Enter customer information into the invoice by using the “Customer:Job” drop-down to select a customer from the “Customer List.”
  4. Alternatively, type the customer information into the “Bill To” and “Ship To” fields in the form.
  5. If you select a customer from the drop-down, their information automatically appears in the form.
  6. If manually entering customer data, then specify additional information, like the sales terms to use, from the “Terms” drop-down. Also, select the sales tax code and sales tax rate to apply from the “Customer Tax Code” and “Tax” drop-downs at the bottom of the form.
  7. Select the invoice date from the “Date” field.
  8. The “Invoice #” field automatically increments itself up to the next available invoice number.
  9. At the bottom of the invoice, enter each item purchased on its own line by selecting a choice from the “Item” column in the first available row within the line item area. The items shown in the drop-down are from the Item List.
  10. For each line item, specify the quantity and rate by using the “Qty” and “Rate” fields.
  11. Alternatively, enter a total amount for the line item into the “Amount” field.
  12. If specifying a quantity and rate, the “Amount” automatically calculates itself.
  13. If you want to print the invoice later, check the “Print Later” checkbox in the “Main” tab of the Ribbon at the top of the window.
  14. To save the invoice and close the window when finished, click the “Save & Close” button.
  15. To save the invoice but leave the window open to continue creating invoices, click the “Save & New” button.
  16. Starting in QuickBooks Desktop Pro 2019, you can then click the “See History” link that appears next to the “Invoice” title in saved invoices to open a small “Invoice History” window that shows the history of the invoice.
  17. After you create an invoice, QuickBooks places a record for the invoice into the “Accounts Receivable” account. You can see the balance of this account by opening the Chart of Accounts window.

Create an Invoice in QuickBooks Desktop Pro: Video Lesson

            The following video lesson, titled “Creating an Invoice,” shows how to create an invoice in QuickBooks Desktop Pro. This video lesson is from our complete QuickBooks tutorial, titled “Mastering QuickBooks Desktop Pro Made Easy v.2019.”

 

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