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Create invoice in quickbooks desktop

 

You can manually enter that information here. Terms: Choosing the correct payment terms is critical to your cash flow. It dictates how many days your client has to pay your invoice. While the terms you choose will depend on your company, or even industry standards, Net 30 is a popular option. Rep, Ship, Via, F. B: These fields are not used by every company, so this article only touches on them briefly.

The Rep field is for the sales rep responsible for the sale to the customer. Ship indicates the date the product or service was shipped or completed. Via shows the delivery method, and F. Once the invoice is set up, you are ready to enter the information for the products or services your customer has purchased.

Quantity, item Code, description, price each, class and amount: Each of these fields can be manually entered — or, if you have set up products or services in advance, you can select the Item Code for those products or services from the dropdown menu and save some data entry.

Note: If you want to apply discounts to the invoice, you will need to create a specific item for this. Tax: Sales tax is a tricky thing. Some items on your invoice might be taxable, some might be tax-exempt and some might be taxed at different rates than others. Fortunately, QuickBooks Desktop lets you specify the sales tax rate for each item on your invoice.

Customer message and memo: You can create the Customer Message field in advance, or you can enter a Customer Message right on the invoice. The Memo field is created manually for each invoice.

Customer tax code: Just like different products and services might be taxed at different rates, a customer might have a specific sales tax situation. The most common one is a sales tax exemption. You can select the correct tax code from the dropdown menu, and that setting will apply to the entire invoice.

Tax: This field is used to set the tax rate for the entire invoice. Like with the customer tax code, this tax code can be selected from the dropdown menu or you can enter it on the fly. If you plan to print and mail the invoice, click the dropdown option under the print icon and choose how you would like to print it. You can choose to print the invoice immediately, save it as a PDF or preview it. If you want to email your invoice, click the dropdown option under the email icon. Note: If you want to email an invoice through QuickBooks Desktop, you have to set up the email preferences in settings.

You also have the option to print or email the invoice at a later time, in a batch. Just click the checkbox next to the option you want. Finally, you can choose to attach files to your invoice by clicking on the Attach File icon. Take care not to click the Clear button, as you will lose all your progress and have to restart the invoice from the beginning. Some businesses choose to use the sales order feature in QuickBooks Desktop to track these sales.

You will be taken to the Sales Order form. From here, you can edit and send the invoice as outlined in the previous section. Some customers require an estimate before agreeing to work with you, or perhaps your internal workflow requires you to enter estimates for jobs you are bidding or have won but not yet invoiced.

Whatever your situation, if you use estimates in QuickBooks Desktop, you can easily convert them to invoices. Unlike sales orders, where you can invoice for multiple sales orders on one invoice, you can only create one invoice per estimate.

If you are using progress invoicing — a handy feature that allows you to bill projects in phases — you will be prompted to choose how much of the estimate you wish to bill on this particular invoice. This process is very similar to that for choosing sales order items to include on an invoice. The process for creating invoices in QuickBooks Online is very similar to the process for creating invoices in the desktop version:. You can create invoices either from scratch or from an estimate.

QuickBooks Online does not have a sales order feature. You can enter information on the fly, or you can use pre-set products and services rates or sales tax rates. Written By. Rachel Barnett. From the Home Page, you can click the Create Invoices icon.

You now know how to create an invoice in QuickBooks Desktop. Need some one on one QuickBooks assistance? Share Now. Leave a Reply Cancel reply Your email address will not be published. Read similar articles. In this tutorial you'll learn how to add full-team access members to your Square account. Rachel Barnett March 14, For many businesses, invoices are one of the most important types of transaction for tracking sales in QuickBooks.

Full of detailed options for tracking different information, and highly customizable, invoices allow you to track what your customers owe you for the products and services you sell. In QuickBooks terminology, an invoice is always a customer-facing document. But invoicing is not the only way to track sales within QuickBooks. Sales Receipts , a similar transaction type, can be used when the customer payment is rendered at the time of purchase.

A retail store might make heavy use of sales receipts over invoices, for example, customers at retail stores will rarely be paying at a later date when shopping in person. Statement charges are another useful option if you want to accumulate charges before requesting payment, or if you assess a regular monthly charge to your customer. We like to say there are generally five ways to do most anything in QuickBooks. You can use the drop-down list, or simply start typing the first few letters of the customer name in the box.

The next very important piece of information to enter on an invoice is the DATE. QuickBooks will try to generate a new invoice number for each invoice you create, by simply increasing the last-entered invoice number by 1. You can change the number manually as well , just make sure to keep an eye on it and set it as needed.

One other important note about the auto-numbering is that the invoice number incrementation is shared with credit memos. Below the header of the invoice are the item lines. You can use the item field on each line here much like the customer field above.