Despite the fact that many of the application’s features appear to be simple to use, completing the business accounting process and creating invoices in QuickBooks can be challenging if the correct procedure is not followed.
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Intro to QuickBooks Suite
QuickBooks is available in a variety of versions and plans to meet the needs of business owners who require accounting services such as inventory management, payroll, tax preparation, and bookkeeping. This application suite was designed by Intuit to accommodate businesses of all sizes.
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QuickBooks’s Invoice Generation
The invoice is used to track sales from customers who don’t pay in full or in part at the time of sale. Invoices can be used to track your accounts receivable. Based on a customer transaction, you can create an invoice in QuickBooks in a variety of ways. Software like QuickBooks Online allows you to automate the billing process, resulting in monthly invoices for the agreed-upon amount for all of your maintenance plan customers. You don’t have to manually create and generate invoices each month because the software sends them out on the day you choose each month.
Start with the Fundamentals Here
If you want to create invoices in QuickBooks the fundamental procedure is as follows:
- Select Create Invoices from either the Customers menu or the Home
- From the Client: Select a customer or customer job from the Job drop-down. You can select Add New if the customer or job is not yet listed.
- Complete the pertinent fields at the top of the form, such as the Date Invoice #, Bill to/Sold to, and Terms.
- Select the item or items from the detail area.
Make Invoice Template in QuickBooks
If all of the urgent fields are set, users may want a little more, like the ability to edit the invoice’s visual design, when creating a template for an invoice in QuickBooks. Invoices, estimates, and sales receipts are just a few of the documents you can make with QuickBooks’s editing features. From a list, you can choose the colors, fonts, and styles for your template. Follow the steps below if you want to create an invoice template in QuickBooks Desktop.
- Click the gear in the upper right corner
- Now click Custom Form Styles in the Company column
- Click New Style and select Invoice
- Name the invoice and template
- Click Dive in with New Template (variants such as Airy Classic, Modern, Fresh, Bold…)
- Select the Type of Template You Want to Use
- Design the Content of Your Invoice (Use the Tools of Header, Table, and Footer)
- Customize the Emails tab
- Click Done
QuickBooks invoice template location
If you couldn’t find the invoice template location, do this:
- Select List from the menu.
- Pick Templates.
- Find the template for your estimate.
Print Invoices in QuickBooks Online
Users can print invoices individually or in batches in QuickBooks Online. How to do it:
Print one particular invoice:
- Start a new invoice.
- Select Print or Preview.
- Examine the information on the invoice.
- Select Print after completion.
Batch print multiple invoices:
- Select the Invoices tab from the Sales
- Check all of the invoices you want to print in batches.
- Select Print after selecting Batch actions.
Adding a Shipping Address
In this section, you’ll learn how to add a customer’s shipping address to their profile and their invoice. Knowing that your customer has multiple addresses will help with billing and shipping. What to do:
- Log in to your account with QuickBooks Online.
- Select Customers after selecting Get paid & Pay or Sales.
- Choose the customer’s name that you want to edit.
- Choose Edit.
- Clear the box next to the Shipping Address that says Same as the billing address.
- Provide your shipping address.
- Choose Save.
In accordance with the aforementioned requirement, create an invoice using QuickBooks in the following manner:
- Choose + New.
- Choose Receive payment.
- Select the customer’s name from the dropdown menu.
- Select the payment method from the dropdown menu (credit card, debit card, PayPal, Venmo, or ACH bank transfer).
- Select the account into which you will deposit the payment from the Deposit to the dropdown.
- Type the amount that your client paid into the Amount received field.
- Check the box next to the invoice for which you are recording the payment in the Outstanding Transactions section.
- Type in the Reference number. and a memo, if necessary.
- Click Save, then close.
Configure Your Preferences for Invoices
When creating an invoice using the QuickBooks menu, enter information about your company. Make sure your customers can see your company’s name, email address, location, and website when you send invoices. There is only one setup required. How to do it:
- Select Create Invoice from the Invoices
- (Note: Go to Settings and activate the Invoices switch if you do not see the Invoices menu.)
- Choose Edit work data.
- Select Save after entering your business information.
How To Convert an Estimate to an Invoice in QuickBooks Online
When you convert an estimate into an invoice in QuickBooks, you simplify your billing and costing processes while also ensuring that your billing proceeds directly from the pricing and line items that your customer approved. You can use QuickBooks’ built-in capabilities to generate an invoice after your customer approves the costs you present. Follow the steps below:
- Head to Bookkeeping then Transactions then select All Sales or go to Sales then select All Sales.
- Find the estimate you want to convert.
- If the status column displays Rejected, you’ll need to update the status before you can convert it. (If the status is not Rejected, skip to step 4.)
- Select the dropdown in the Action column, and select Update status.
- In the Status field, select the dropdown and select Pending or Accepted.
- Select OK. Then find the correct estimate on the Estimates list.
- In the Action column, select Create invoice.
- Make any updates to the invoice, if needed.
- Then select Save.
Postscript
The conclusion of this section is that creating invoices in QuickBooks is not difficult. Any of the demonstrated methods can be attempted by users. We hope you find the blog useful!
Summary:
This write-up will provide you with basic information on invoicing in QB with steps and guidelines.
