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Sales: Creating an invoice

Any time that you do something or sell something for a customer, they need to pay you. If they don't pay you on the spot, then you can send them an invoice so they'll pay you later.

If you have an open estimate for a customer , QuickBooks lets you know this when you select the customer name on the invoice. You can then select which estimate you want to use to create an invoice.

Videos on invoices
Creating or editing an invoice
  1. Choose Customers > Create Invoice. How do I use this form?
  2. To create a new invoice, click the "Create an Invoice" on the left panel or click the + at the bottom of the list. To edit an invoice, select an invoice in the list on the left panel.
  3. Enter the information for the invoice, and click Save.

Note: You can also create invoices using the Customer Center and Transaction Center .

What's on an invoice?
  • Customer:Job. Select the customer or job you want to create the invoice for. You can also enter a new customer:job name, and QuickBooks will prompt you to set it up. QuickBooks will automatically alert you if you choose a customer:job that has outstanding billable time or costs or if there's an open estimate for the customer.
  • Account. If you have more than one Accounts Receivable account, choose which on you want to use. If you don't have more than one A/R account, you won't see this.
  • Class. If you're using classes , choose which on you want to use. (If you don't see this, you need to turn classes on in Preferences.)
  • Bill to. The address you have for the customer displays here. This is how the customer contact information will appear here. You can make any changes you need to.
  • Date. Today's date, which you can change. Tip: Press + to increase the date by one day; press - to decrease the date by one day.
  • Invoice Number. QuickBooks automatically increments this number by one for each new invoice. Tip: Press + to increase the number by one; press - to decrease the number by one.
  • PO Number. If you're filling a purchase order (PO) from your customer, enter that PO number here.
  • Terms. When do you want to get paid? Select the payment terms for this invoice.
  • Item. Select what you are invoicing this customer for. You can include anything on the Items list here. You also enter a new item, and QuickBooks will prompt you to set it up. Tip: If you need to insert an item between two others, select the item line where you want the new one and choose Edit > Insert Line. Likewise, if you want to delete an item, select the item then choose Edit > Delete Line.
  • Description. The description of the item you entered when you created the item. You can change this if you need to. Tip: You can enter multiple lines for your description, up to 4095 characters. Use Option-Return to put in a line break.
  • Quantity. How many of the items does your customer need to pay you for? This could be 400 antennaes or 10 hours of web design. If you leave this blank, QuickBooks assumes the quantity is 1.
  • Rate. How much you charge for the item. If you entered this when you created the item, QuickBooks enters it for you. If you didn't or you need to change it, just edit this box.
  • Amount. This is the total amount (Quantity x Rate) for this item that QuickBooks calculates for you.
  • Taxable. If the item is taxable, click this box.
  • Customer Message. A message for our customer, either on from your Customer Messages list or enter a new one.
  • Tax. The tax item you assigned to the customer or the default tax if you have not assigned a tax item to the customer. QuickBooks uses the tax item to calculate the tax. You can also select a different rate from the list of tax items if you need to.

Other things to know about invoices: