Create an Invoice in QuickBooks Desktop

  • March 22, 2024

It may surprise you that 66% of companies devote more than five days a month to billing. Accounting software such as QuickBooks is invaluable for dealing with invoices, which can consume much of your time.

Whether you work as an accountant, freelancer, or small business owner, preparing an invoice in QuickBooks will help you keep accurate financial records and save time.

Continue reading for detailed instructions on:

  • How to generate an invoice using QuickBooks Desktop and Online.
  • Using sales orders and estimates to create an invoice in QuickBooks.
  • Advice on customizing and automating invoices. 

What are the Benefits of Creating an Invoice in QuickBooks?

Let's discuss some of the reasons you should first before we go over how to create an invoice in QuickBooks Online and Desktop.

There are many benefits of creating an invoice in QuickBooks that can significantly improve your overall financial management and invoicing process, including:

  • Time-saving: You can generate bills that appear professional while saving a lot of time and effort with features like item lists, pre-filled customer information, and configurable layouts.
  • Accuracy: QuickBooks greatly lowers the possibility of errors in your invoices by automatically calculating amounts based on pre-configured variables.
  • Customization options: QuickBooks offers a selection of invoice templates that you may edit to fit your branding. These templates allow you to customize the look and format of your invoices. To create a unified and eye-catching design, you can add your company logo, select fonts and colors, and add customized messages.
  • Improved organization and tracking: QuickBooks keeps track of your invoices automatically, which makes it simpler to check payment history, reconcile accounts, and monitor outstanding payments. 
  • Collaboration: You can create, view, and submit invoices from any location with an internet connection thanks to QuickBooks Online's cloud-based accessibility. Also, real-time collaboration on invoicing is possible.
  • Integrations: QuickBooks may be integrated with additional features and add-ons (via apps.com), like customer relationship management, inventory management, and costs, to provide you with a comprehensive picture of the state of your company.

How you can Create an Invoice in QuickBooks Online: Step-by-Step

Learn about the many features and customization choices that QuickBooks Online provides to streamline your accounts receivable process and create invoices that accurately represent your brand.

Convert an Estimate to an invoice

From an existing estimate create an invoice in QuickBooks Online”

  • In Sales, you have to select All Sales.
  • Locate the estimate that has to be converted. You need to change the status in the corresponding drop-down option to "Pending" or "Accepted" if the status column indicates "Declined."
  • Click "Convert to invoice" in the "Action" column of your estimate if the status is "Accepted."
  • If it displays "Pending," then you can select "Convert to invoice" from the drop-down menu.
  • Check your invoice one more time, make any last adjustments, and then click "Save."

QBO-Convert-Estimate

Convert a Sales Order to an Invoice

Sales orders are not yet supported by QuickBooks Online, although they are by integrated third-party software like Method.

The method won't sync with QuickBooks when you create sales orders since QuickBooks Online doesn't have them. However, Method allows you to instantly transform a sales order into an invoice that will sync with your accounting program. 

How to Create an Invoice in QuickBooks Desktop

Create an invoice from scratch

  • Choose Create Invoices from the Customers menu or the Home page.
  • If a customer or customer job is not yet in your system, click Add New or choose from the Customer: Job drop-down list.
  • Please provide the necessary information. Include the invoice number, recipient's details, date sent and due, and any terms.
  • In the detail section, check every item on the invoice. Note: When you add items, your configurations will automatically fill in the description and amount. With every new invoice, you can adjust or remove them as necessary.
  • Then you have to select Save and then close.

Create an Invoice From a Sales Order

In QuickBooks Desktop, there are two methods for creating an invoice from a sales order.

From the Sales Orders window

  • Go to Sales Orders and choose Create Invoice.
  • To include every item from your sales order in the invoice, you have to select Create Invoice for all of the sales order(s). Click Create invoice for selected items if you only want a portion of the items on your invoice.
  • Make any required adjustments to the invoice.
  • Then click Save and Close.

From the Invoice window

  • Choose "Create Invoices" from the "Customer" menu or the "Home" page in QuickBooks.
  • You have to choose a customer or customer job from the "Customer: Job" drop-down menu.
  • Select one or more sales orders that include the items you wish to have included in the bill.
  • Make any required changes to the invoice.
  • Press "Save & Close."

Create an Invoice From an Estimate

You can turn your estimate into an invoice once a customer accepts it.

You may still submit an invoice even if the task isn't finished as long as you are billing a set fee. When the work is finished, you can turn the estimate into an invoice if time and expenses affect your pricing.

To do this, there are two processes.

From the Estimate window

  • Open the estimate of your choice.
  • On the form, you have to select Create Invoice at the top.
  • You should probably get a prompt for the items and quantities on the invoice that you need to fill out appropriately if progress invoicing is enabled.
  • Modify the data on your invoice as necessary.
  • Lastly, you have to click on "Save & Close."

From the Invoice window

  • Click "Create Invoices" from the QuickBooks "Home" page or the "Customer" menu.
  • Choose a customer or customer job from the drop-down list labeled "Customer: Job." The "Estimates" window becomes available.
  • Select the estimate that you like to have on the bill. You can only choose one estimate at a time in QuickBooks.
  • You can change the information in your invoice as required.
  • At last, you have to click Save and Close.

How to Customize and Set Up Automatic Billing in QuickBooks

You should start considering methods to customize your invoices now that you know how to produce them in QuickBooks Desktop and Online. Although QuickBooks invoices are aesthetically pleasing and easily customizable, hundreds of businesses around the world use them, so making them stand out can be difficult. Fortunately, there are additional things you can do to impress your clients and make their experience with your invoicing memorable. Small businesses using QuickBooks may streamline and automate routine tasks with the help of Method, a no-code platform.

This is particularly valid for making personalized bills. Use Method's web report creator to simply drag and drop the components you wish to include in your invoice.

For example, you can include a thank-you letter, social network icons that connect to the accounts of your business, and e-signature capabilities to your invoices to allow for instantaneous online agreement between parties.

This is an example of a personalized invoice that you may make using Method.

The nicest thing about Method is that it allows you to fully automate the QuickBooks invoicing process, from design to delivery. You enhance productivity, efficiency, and the experiences of your team and consumers.

Conclusion

Mastering the process of creating invoices in QuickBooks Desktop empowers businesses to streamline their billing process, enhance financial accuracy, and maintain a professional image with clients. By using the various features within QuickBooks Desktop, such as customizable templates, automatic calculations, and seamless integration with other financial functions, users can efficiently generate invoices tailored to their specific needs. If you still face any kind of issue then you can call the help desk team.

Frequently Asked Questions

Q 1: Is QuickBooks Online's invoicing feature free?

Ans: Although QuickBooks Online isn't free, it does include many different pricing plans that include invoicing. Depending on the particular plan you select, there are several steps involved in creating an invoice in QuickBooks Online.

Q 2: How to schedule recurring invoices in QuickBooks?

Ans: Using QuickBooks Online, create recurring invoices as follows:

  • Select Recurrent Transactions from the Settings gear icon, then select New.
  • Click OK after choosing Invoice as the Transaction Type.
  • Then you have to change the Type to Scheduled, then choose Send emails automatically.
  • Now you have to click Save template.

Within QuickBooks Desktop:

  • Choose Quick Create and then Invoice from the main screen.
  • Select an already-existing client or add a fresh one.
  • Complete the required fields and turn On the online payment option.
  • You have to click Memorize Invoice in the Edit option.
  • Select Save and Send.
  • You may now set up a recurring transaction using this invoice in your Settings (gear icon).
  • Ensure that the Type is set to Scheduled and that the Automatically Send Emails box is checked.

Q 3: Is it possible to accept payments in QuickBooks Online?

Ans: Yes, you can accept payments in QuickBooks Online, for an additional fee you have to sign up for QuickBooks Payments.

  • In settings, you have to click the gear icon, then you have to click Recurrent Transactions, and then you have to click on New.
  • Then you have to select Payments, then in the QuickBooks Payments section, you have to click Learn more. 
  • Now you have to click Set up Payments.
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