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Fill out an invoice

These instructions assume that you've already selected a template to use for your invoices, or that you've created a customized invoice template to suit your business needs.

Note: These instructions may or may not exactly follow the fields and options on your particular invoice, depending on which template you're using or how you've customized the invoice to suit your business needs.

To do this task

  1. Go to the Customers menu and click Create Invoices.

    The Create Invoices window opens. The name of your template appears in the Template field on the right of the form. If not, click the Template drop-down list, and choose the template you use.

  2. Click the Customer:Job drop-down list and select a customer.

    or

    Select to create a new customer or job.

  3. (If you use class tracking) Enter the class information.

    Class tracking must be turned on for this field to appear.

    Classes give you another way to categorize your financial transactions. For example, if you had a restaurant with three locations, you might create an Uptown, a Midtown, and a Downtown class for tracking account balances by location. When you create reports, you can have QuickBooks group and subtotal transactions by their class.

    If you enter a class in this field, it becomes the default class for each line item on the form. You can modify the class for individual line items by going to the Class column.

    To add the Class field to the window

    1. Open the accounting preferences.

      Opening accounting preferences
    2. Click the Company Preferences tab.

    3. Select the Use class tracking checkbox.

  4. In the detail area, enter the line items, that is, the products and services for which you're invoicing.

    To enter a line item

    Note: If you're using a custom template, the column names may be different than the ones in the steps below.

    1. Click anywhere in a line.

    2. Click the drop-down arrow in the Item column and then do one of the following:

      • Click an existing item.

        or

      • Click and then fill out the information in the New Item window.

      When you select or add an item, the description and amount are filled in for you on the invoice. You can change this information if you need to.

    3. Enter a quantity.

    4. (If unit of measure is turned on and set to Multiple U/M Per Item) Do one of the following:

      • Leave the default unit of measure.

      • Click the U/M drop-down arrow and then click Convert to have QuickBooks calculate the current quantity of the item in the new unit of measure.

        For example, if you originally have 6 feet and want to change the unit of measure to yards, the converted quantity becomes 2 yards. The rate or amount stays the same.

      • Click the U/M drop-down arrow and then click Change to change the rate or amount but keep the same unit quantity.

        For example, if you change the unit from 1 box to 1 case, there will be more units in the case than there were in the box, which results in a higher rate or amount.

      • Click and then fill out the information in the New Unit of Measure window.

    5. Click the Site drop-down arrow and click a site.

    6. (If you use price levels) Do one of the following:

      • Leave the default price or rate.

        or

      • Click the Price Each or Rate drop-down arrow and then click a price level.

    To insert a line item between two others

    1. Click where you want to insert the new line.

    2. Go to the Edit menu and click Insert Line.

    To delete a line item

    1. Click the line you want to delete.

    2. Go to the Edit menu and click Delete Line.

  5. (If necessary) Change any sales tax information.

    Topic goes here
  6. (Optional) Enter a message for your customer in the Customer Message field.

  7. (Optional) If your customer uses a currency different than your home currency, you can manually adjust the exchange rate if necessary.

    QuickBooks uses the most recent exchange rate from the Currency list for foreign transactions.

    Exchange rates can't be changed for home currency transactions. The exchange rate field on home currency names and accounts is disabled and always uses a value of 1.0.

  8. (Optional) Enter a memo for this sale.

    The memo is a reminder to you and is not shown on the printed invoice. It is displayed onscreen, on sales reports and, if you send reminder statements, it prints on reminder statements that include this invoice.

    Note: You can use specific keywords in the memo that will help you find this invoice later. For example, to search for all invoices that include the word "labor," place the keyword in a memo when you create the invoice. Then you can use Find to locate all instances of labor in the Memo field.

  9. Select the method you want to use to print and send the invoice to your customer:

    • Click Print on the toolbar to print the invoice now (so you can mail it), or select the To be printed checkbox to print and mail it later.

    • Select the To be e-mailed checkbox to have the invoice e-mailed to the customer.

    • Select the To be mailed through QuickBooks checkbox to have your invoices mailed through the QuickBooks Billing Solutions mailing service.

    • Select the Enable online payment checkbox to add a payment web address to the invoice. Customers visit the address to pay you online. Depending upon what services you have, this link opens either a Billing Solution bill pay site or Intuit PaymentNetwork. To remove the link from an individual invoice, clear the checkbox.

  10. Save the invoice.

    What happens when I save an invoice?

    • The Accounts Receivable account increases by the amount of the invoice.

    • The new invoice appears in the Open Invoices report.

    • The items on the invoice are tracked in the Sales by Item Summary report.

    • The income from the items shows in your Profit and Loss report.

See also

KB ID# H_SALESFORM_INV_CREATE
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