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Create an Invoice in QuickBooks Online Plus- Instructions

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Create an Invoice in QuickBooks Online Plus- Instructions: A picture of a new, blank invoice in QuickBooks Online Plus.

Create an Invoice in QuickBooks Online Plus: Overview

Create an Invoice in QuickBooks Online Plus: Creating the Invoice

            You can create an invoice in QuickBooks Online Plus easily. One way to create an invoice in QuickBooks Online Plus is to select the customer in the “Customers” page. Then click the “Create Invoice” link under the “Action” column for the customer’s row. Alternatively, you can also create an invoice in QuickBooks Online Plus by clicking the “Create” button. Then click the “Invoice” link under the “Customers” heading in the drop-down menu that appears. Performing either action opens an “Invoice” window. In this page, enter all the information needed to invoice the customer.

Create an Invoice in QuickBooks Online Plus- Instructions: A picture of a new, blank invoice in QuickBooks Online Plus.

Create an Invoice in QuickBooks Online Plus- Instructions: A picture of a new, blank invoice in QuickBooks Online Plus.
Create an Invoice in QuickBooks Online Plus: Entering Customer Invoice Information

            Use the “Choose a customer” drop-down to select the customer to invoice. Alternatively, click the “Add new” choice in this drop-down menu to add a new customer. The “Email” field shows the customer’s email address, if you entered it when saving their customer information. You can also type the customer’s email address here, if needed. To save the invoice but email the customer later, check the “Send later” checkbox.

            The “Billing address” field shows the selected customer’s billing address, if you entered it when creating the customer record. You can also type an address here, if needed. To set the invoicing terms, use the “Terms” drop-down. If you set a default payment term for the selected customer when creating their record, that value appears here. You can also select the “Add new” choice from the “Terms” drop-down to create new payment terms, if needed.

            The “Invoice date” field shows the current date. The “Due date” field reflects the date from the “Terms” field’s selection. If you have locations enabled, you can select a location from the “Location” drop-down. If you have shipping enabled, enter the shipping information into the “Ship via,” “Shipping date,” “Tracking no.” and “Shipping address” fields that appear. If you have custom fields enabled, then enter any custom field data into the fields you chose to display in the sales forms.

Create an Invoice in QuickBooks Online Plus: Entering Products and Services

            The next area is the “line items” area where you enter the products and/or services for which you are invoicing. If you enable services dates in sales forms, you can enter the service date of services provided into the “Service date” column. Click into the “Product/Service” column and then select a product or service from the drop-down menu. If you selected a product or service, the description appears in the “Description” column. You can also type a description here, if desired.

            You can enter the quantity of a product bought or service provided by typing it into the “Quantity” field. The rate for the product or service, per unit of “Quantity,” appears in the “Rate” field. You can change it, if needed. The “Quantity” field is multiplied by the “Rate” field to show the total amount for the line item in the “Amount” field. If entering a product or service without a “Rate” or “Quantity,” you can simply enter the total amount into the “Amount” field, if needed.

            If the product or service is taxable, ensure there is a checkmark in the “Tax” field for the line item. If classes are enabled and assigned by one to each row in transactions forms, then you can select a class from the “Class” drop-down. If enabled but assigned one to each transaction, then the “Class” field instead appears at the top of the invoice form in the customer area. After completing the first line item, continue adding line items until you have completed the invoice.

Create an Invoice in QuickBooks Online Plus: Managing Line Items in Invoices

            At the left end of each line item row is a selection handle. To change the order of the line items, roll your mouse pointer over this handle until it turns into a four-pointed, crossed arrow. Then click and drag the line item up or down to reorganize the line items, if needed. To delete a line item, click the “Delete” button at the right end of the line item row to delete. To add a new line item row, click into the bottom line item row to automatically add a new row.

            To add four new rows at once, click the “Add lines” button under the line items area. To delete all line items, click the “Clear all lines” button in this same location. To add a subtotal to the invoice, select the row above where you want to insert the subtotal row. Then click the “Add subtotal” button to add a subtotal line below the currently selected row. You can add as many subtotal lines as the invoice requires.

Create an Invoice in QuickBooks Online Plus: Entering Other Invoice Information

            To enter a message to display on the invoice, type it into the “Message displayed on invoice” field. To enter a message that appears for this invoice in the customer’s statement, type it into the “Statement memo” field.

            In the lower-right corner of the invoice is the sales tax, subtotal and total field information. If you entered a sales tax rate for the customer when creating their customer record, the rate appears in the “Select a sales tax rate” drop-down here. If this information was not entered, you can use this drop-down to select the correct sales tax rate. If you enabled a “Discount” field in your sales forms, you can use the “Discount” drop-down to select either the “Discount percent” or “Discount value” choice. Then enter the percentage or amount into the field to the right.

            You can click the button that looks like “up” and “down” arrows in a blue circle to the left of the “Sales tax rate” and “Discount” fields to switch the order of the two fields in the invoice each time you click it. Doing this then changes whether the discount is applied after sales tax is calculated or before sales tax is calculated, based on the order in which the fields appear in the invoice.

            If shipping is enabled, you can enter the amount of shipping into the “Shipping” field. To record an amount paid by the customer as a deposit at the time of invoicing, enter the amount into the “Deposit” field.

            In the lower-left corner of the invoice is the “Attachments” field, which lets you attach a file to the invoice. You can drag and drop files onto the field or click the field’s name or icon to open a “File Upload” dialog box that you can use to browse for, and then select, the file to attach. Note the 25MB file attachment size limit.

Create an Invoice in QuickBooks Online Plus: Invoice Options in the Toolbar

            The toolbar at the bottom of the invoice lists the actions you can perform on an invoice. You will see different options here when creating a new invoice versus opening an existing invoice. When creating a new invoice, you will see “Cancel” and “Clear” buttons at the left side of the toolbar. Clicking “Cancel” cancels the invoice creation. Clicking “Clear” clears all the fields but keeps the window open.

            In the middle of the toolbar are the “Print or Preview,” “Make recurring” and “Customize” buttons. Clicking the “Print or Preview” button opens a pop-up menu that lets you check a “Print later” checkbox or click either the “Print or preview” or “Print packing slip” commands. Checking the “Print later” checkbox saves the invoice and later reminds you to print it in the “Activities” list on the Dashboard Page. Clicking the “Print or preview” command opens a window that shows the invoice as a PDF and lets you preview or print it. Clicking the “Print packing slip” command creates a packing slip from the invoice and shows it as a PDF so you can print it.

            Clicking the “Make recurring” button opens the “Recurring Invoice” window. This window lets you create a create a recurring invoice. This will be discussed in a separate lesson. You can click the “Cancel” button in the toolbar to cancel the recurring invoice and return to the main invoice screen.

            Clicking the “Customize” command in the toolbar lets you select a new invoice template to use, edit the current invoice template or create a new invoice template by selecting a command in the pop-up menu that appears. Creating form templates is discussed in a separate lesson.

            After creating the invoice, you can click the “Save” button in the toolbar to save it. You can also click the “Save and Send” drop-down button at the right end of the toolbar and then click either the “Save and New,” “Save and Close,” or “Save and Send” commands. Clicking the “Save and New” command saves the invoice and creates a new invoice. Clicking the “Save and close” command saves the invoice and closes the “Invoice” window. Clicking the “Save and Send” command saves the invoice and sends it by email to the customer’s email address.

Create an Invoice in QuickBooks Online Plus: Instructions

  1. To create an invoice in QuickBooks Online Plus, either click the “Create Invoice” link under the “Action” column for the customer’s row in the “Customers” page or click the “Create” button and then click the “Invoice” link under the “Customers” heading in the drop-down menu that appears.
  2. In the “Invoice” window that then opens, use the “Choose a customer” drop-down to select the customer to invoice or click the “Add new” choice in this drop-down menu to add a new customer.
  3. The “Email” field shows the customer’s email address if you entered it when saving their customer information.
  4. You can also type the customer’s email address here, if needed.
  5. To email the customer later, check the “Send later” checkbox.
  6. The “Billing address” field shows the selected customer’s billing address if you entered it when creating the customer record.
  7. You can also type an address here, if needed.
  8. To set the invoicing terms, use the “Terms” drop-down.
  9. If you set a default payment term for the selected customer when creating their record, that value appears here.
  10. You can also select the “Add new” choice from the “Terms” drop-down to create new payment terms, if needed.
  11. The “Invoice date” field shows the current date.
  12. The “Due date” field reflects the date from the “Terms” field’s selection.
  13. If you have locations enabled, you can select a location from the “Location” drop-down.
  14. If you have shipping enabled, enter the shipping information into the “Ship via,” “Shipping date,” “Tracking no.” and “Shipping address” fields that appear.
  15. If you have custom fields enabled, then enter any custom field data into the fields you chose to display in the sales forms.
  16. The next area is the “line items” area where you enter the products and/or services for which you are invoicing.
  17. If you enable services dates in sales forms, you can enter the service date of services provided into the “Service date” column.
  18. Click into the “Product/Service” column and then select a product or service from the drop-down menu.
  19. If you selected a product or service, the description appears in the “Description” column.
  20. You can also type a description here, if desired.
  21. You can enter the quantity of a product bought or service provided by typing it into the “Quantity” field.
  22. The rate for the product or service, per unit of “Quantity,” appears in the “Rate” field.
  23. You can change it, if needed.
  24. The “Quantity” field is multiplied by the “Rate” field to show the total amount for the line item in the “Amount” field. If entering a product or service without a “Rate” or “Quantity,” you can simply enter the total amount into the “Amount” field, if needed.
  25. If the product or service is taxable, ensure there is a checkmark in the “Tax” field for the line item.
  26. If classes are enabled and assigned by one to each row in transactions forms, then you can select a class from the “Class” drop-down.
  27. If enabled but assigned one to each transaction, then the “Class” field instead appears at the top of the invoice form in the customer area.
  28. After completing the first line item, continue adding line items until you have completed the invoice.
  29. At the left end of each line item row is a selection handle.
  30. To change the order of the line items, roll your mouse pointer over this handle until it turns into a four-pointed, crossed arrow.
  31. Then click and drag the line item up or down to reorganize the line items, if needed.
  32. To delete a line item, click the “Delete” button at the right end of the line item row to delete.
  33. To add a new line item row, click into the bottom line item row to automatically add a new row.
  34. To add four new rows at once, click the “Add lines” button under the line items area.
  35. To delete all line items, click the “Clear all lines” button in this same location.
  36. To add a subtotal to the invoice, select the row above where you want to insert the subtotal row.
  37. Then click the “Add subtotal” button to add a subtotal line below the currently selected row.
  38. You can add as many subtotal lines as the invoice requires.
  39. To enter a message to display on the invoice, type it into the “Message displayed on invoice” field.
  40. To enter a message that appears for this invoice in the customer’s statement, type it into the “Statement memo” field.
  41. In the lower-right corner of the invoice is the sales tax, subtotal and total field information.
  42. If you entered a sales tax rate for the customer when creating their customer record, the rate appears in the “Select a sales tax rate” drop-down here.
  43. If this information was not entered, you can use this drop-down to select the correct sales tax rate.
  44. If you enabled a “Discount” field in your sales forms, you can use the “Discount” drop-down to select either the “Discount percent” or “Discount value” choice.
  45. Then enter the percentage or amount into the field to the right.
  46. You can click the button that looks like “up” and “down” arrows in a blue circle to the left of the “Sales tax rate” and “Discount” fields to switch the order of the two fields in the invoice each time you click it. Doing this then changes whether the discount is applied after sales tax is calculated or before sales tax is calculated, based on the order in which the fields appear in the invoice.
  47. If shipping is enabled, you can enter the amount of shipping into the “Shipping” field.
  48. To record an amount paid by the customer as a deposit at the time of invoicing, enter the amount into the “Deposit” field.
  49. In the lower-left corner of the invoice is the “Attachments” field, which lets you attach a file to the invoice.
  50. You can drag and drop files onto the field or click the field’s name or icon to open a “File Upload” dialog box that you can use to browse for, and then select, the file to attach.
  51. The toolbar at the bottom of the invoice lists the actions you can perform on an invoice.
  52. When creating a new invoice, you will see “Cancel” and “Clear” buttons at the left side of the toolbar.
  53. To cancel the invoice creation, click the “Cancel” button.
  54. To clear all the fields but keep the window open, click the “Clear” button.
  55. In the middle of the toolbar are the “Print or Preview,” “Make recurring” and “Customize” buttons.
  56. To open a pop-up menu that lets you check a “Print later” checkbox or click either the “Print or preview” or “Print packing slip” commands, click the “Print or Preview” button.
  57. To save the invoice and later remind you to print it in the “Activities” list on the Dashboard Page, check the “Print later” checkbox.
  58. To open a window that shows the invoice as a PDF and lets you preview or print it, click the “Print or preview” command.
  59. To create a packing slip from the invoice and show it as a PDF so you can print it, click the “Print packing slip” command.
  60. To open the “Recurring Invoice” window, click the “Make recurring” button.
  61. To cancel the recurring invoice and return to the main invoice screen, click the “Cancel” button in the toolbar.
  62. To select a different invoice template to use, edit the current invoice template or create a new invoice template by selecting a command in a pop-up menu that appears, click the “Customize” button in the toolbar.
  63. To save the invoice after creating it, click the “Save” button in the toolbar.
  64. Alternatively, you can also click the “Save and Send” drop-down button at the right end of the toolbar and then click either the “Save and New,” “Save and Close,” or “Save and Send” commands.
  65. To save the invoice and create a new invoice, click the “Save and New” command.
  66. To save the invoice and close the “Invoice” window, click the “Save and close” command.
  67. To save the invoice and send it by email to the customer’s email address, click the “Save and Send” command.

Create an Invoice in QuickBooks Online Plus: Video Lesson

            The following video lesson, titled “Creating an Invoice,” shows how to create an invoice in QuickBooks Online Plus. This video lesson is from our complete QuickBooks Online Plus training, titled “Mastering QuickBooks Online Plus Made Easy v.2017.”

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