Businesses use invoices to keep track of sales, send bills to customers as well handle money that is owed to them. QuickBooks desktop makes it easy for small businesses to make bills and set up automatic billing tasks. Read this full article to get a thorough understanding of how to create an invoice in QuickBooks Desktop.
Prepare information for an invoice
Before you make a statement in QuickBooks, make sure you have all the payment information. You need -
Name of the client and how to reach them (payment address, phone number, and email address)
Detailed list of goods and services delivered.
Terms of payment such as “Due Next 30 days”.
Sales tax amount if any discounts or surcharges will be applied.
Steps to Create an Invoice in QuickBooks Desktop
This information will make it easy to fill out the invoicing areas in QuickBooks.
Turn on progress billing
If you need to turn on progress billing in QuickBooks to make multiple bills over course of a job which is more than one billing period.
Tick the box next to “progress invoicing” under “Company preferences” in Edit Preferences Jobs Estimates. Then save changes.
You can make different bills for every stage of work based on completion, goals or hours worked.
Choose the invoice form
Open the window “Create invoices”.
Hit “Customize design” to pick invoice design.
Follow Intuit template - This is a QuickBooks standard, editable template.
Adds a business image to the payment form - custom template - Customized template made by someone else.
Check the shape and style of the fields.
Type in the information about the client and the bill.
Type in the client details, payment address, and ways to reach them.
Input the date of the statement in the Date field. Choose terms of payment from the drop-down menu or make your own.
You can enter different sending addresses in the “shipping to” field and “service date” field shows how long the service lasted for time-based payment.
Creating an invoice in QuickBooks Desktop is a straightforward process. Here's a step-by-step guide:
Open QuickBooks Desktop:
Launch the QuickBooks Desktop software and log in to your company file.
Navigate to the Invoices Section:
From the home screen, click on the "Create Invoices" icon. You can also go to the "Customers" menu and select "Create Invoices."
Choose Customer:
In the "Customer:Job" field, select the customer or customer job for whom you are creating the invoice. If the customer is not on the list, you can add a new customer by clicking on "Add New."
Invoice Date and Due Date:
Enter the invoice date and due date in the respective fields. The due date is the date by which you expect payment.
Invoice Number:
QuickBooks automatically assigns an invoice number, but you can change it if needed.
Select Item or Service:
In the "Item" column, choose the product or service you are invoicing for. If the item is not on the list, you can add a new one by selecting "Add New."
Quantity and Rate:
Enter the quantity and rate for each item or service. QuickBooks will calculate the total amount for you.
Tax and Discount:
If applicable, select the appropriate tax rate for the item. You can also apply discounts if needed.
Payment Terms:
Set the payment terms, such as Net 30, in the "Terms" field.
Add Memo or Message:
Include any additional information or messages in the memo field if necessary.
Save or Print Invoice:
Once you have entered all the details, click "Save & Close" to save the invoice. If you want to print the invoice, choose "Save & Print."
Email the Invoice:
To email the invoice directly to the customer, click on "Save & Send" instead. Ensure that you have set up your email preferences in QuickBooks.
