How to Create Invoices in QuickBooks

To create invoices in QuickBooks, enter your customer details, select the products or services provided, and add quantities, rates, and tax information. QuickBooks then generates a professional invoice you can send directly via email or download as a PDF. 

For example, a roofing contractor can create an invoice that lists inspection fees, shingle replacement, labor hours, and disposal charges, all clearly itemized for the customer.

Navigate to the Invoicing Section

To get started, log in to your QuickBooks Online account and access the invoicing feature.

• From the left-hand menu, click + New.
• Under the Customers column, select Invoice.

This will open a blank invoice form that you can begin customizing.

Choose the Customer

Every invoice needs to be tied to a customer.

• Use the Customer dropdown menu to select an existing customer.
• If this is a new customer, you can click + Add New and fill in their details (name, email, billing address, and payment terms).

Example: If you’re sending an invoice to John Smith at ABC Construction, ensure you include the correct email address so QuickBooks can send the invoice directly.

Fill in Invoice Details

Once you’ve chosen a customer, fill out the main invoice details.

Key fields include:

• Invoice Date: The date the invoice is issued.
• Due Date: QuickBooks will auto-calculate this based on the payment terms you’ve set (e.g., Net 15, Net 30).
• Invoice Number: QuickBooks generates these automatically, but you can customize or change them if needed.

Add Products or Services

Now it’s time to list what you’re billing for.

• In the Product/Service column, choose the relevant item from your inventory or services list.
• Enter the description, quantity, and rate.
• QuickBooks will automatically calculate the total amount.

Example:

Total Invoice: $1,050

Apply Taxes, Discounts, or Fees

If your invoice requires additional adjustments:

• Sales Tax: Enable sales tax and select the correct tax rate.
• Discounts: Add a discount line item if you’re offering a price reduction.
• Credit Card Fees: If you want to pass on processing fees, create a line item (as explained in another guide).

This ensures your invoice reflects the true final amount owed.

Customize the Invoice Layout

QuickBooks allows you to personalize your invoices for a professional look.

• Add your business logo.
• Choose colors and fonts that match your branding.
• Rearrange fields (e.g., payment terms, notes).

Tip: Customizing invoices helps reinforce your brand identity and builds trust with customers.

Add Payment Instructions

Always make it easy for your customers to pay.

• Include details like bank transfer info or payment links.
• If you’ve enabled QuickBooks Payments, customers can pay directly by credit card or ACH through the invoice email.

This can significantly speed up collections.

Save and Send the Invoice

When the invoice is ready:

• Click Save and Send to email it directly to your customer.
• QuickBooks allows you to attach supporting documents (e.g., contracts, timesheets).
• You can also choose Save and Close if you want to send it later.

Example Email Preview:
“Hi John, please find attached your invoice #1045 for $1,620. You can pay securely online using the link below.”

Bonus Tip: Automate Invoicing with DepositFix and QuickBooks

Manually creating invoices can be time-consuming, especially if you handle recurring payments or multiple clients. With the DepositFix and QuickBooks integration, invoices are created automatically when customers make payments through your DepositFix forms. You can also:

• Sync customer details instantly.
• Apply credit card fees directly to invoices.
• Track all collections in real-time.

This automation ensures accuracy, saves time, and keeps your invoicing process running smoothly.