QuickBooks Online Invoicing: A Step-by-Step Guide to Efficient Billing

Updated at: 04/07/2025

Stop wasting time on manual invoicing! This step-by-step guide shows you how to leverage QuickBooks Online's powerful invoicing features for efficient billing. Learn to create professional invoices, track payments, and manage your cash flow effortlessly. From setting up your account to customizing invoices and managing overdue payments, we'll cover everything you need to streamline your billing process and get paid faster. Let's get started!

Step-by-Step Instructions

  1. Create a New Invoice

    • Select 'New' and then 'Invoice'
    Select 'New' and then 'Invoice'
    Create a New Invoice

  2. Customize Business Information

    • Review and edit your contact information (Edit Company, change logo)
    Review and edit your contact information (Edit Company, change logo)
    Customize Business Information

  3. Add Customer and Customize Fields

    • Add or select customer information. Customize visible customer fields via 'Manage' then 'Customization'.
    Add or select customer information. Customize visible customer fields via 'Manage' then 'Customization'.
    Add Customer and Customize Fields

  4. Add Products and Services

    • Add products or services. Create new ones if necessary.
    Add products or services. Create new ones if necessary.
    Add Products and Services

  5. Set Payment Options

    • QuickBooks Payments required for online payments.
    Choose online payment options ('Payment Options'). Note: QuickBooks Payments required for online payments.
    Set Payment Options

  6. Add Additional Charges/Discounts

    • Add shipping fees or discounts (toggle options on).
    • Review and adjust sales tax (if applicable).
    Review and adjust sales tax (if applicable). Review and adjust sales tax (if applicable).
    Add Additional Charges/Discounts

  7. Add Customer Notes and Attachments

    • Add notes or attachments for the customer.
    Add notes or attachments for the customer.
    Add Customer Notes and Attachments

  8. Customize Invoice Design

    • Customize invoice design ('Design') to match your branding.
    Customize invoice design ('Design') to match your branding.
    Customize Invoice Design

  9. Set Recurring Invoices/Payments and Reminders

    • Set up recurring invoices or recurring payments (for automated payments).
    • Set up automatic invoice reminders.
    Set up automatic invoice reminders. Set up automatic invoice reminders.
    Set Recurring Invoices/Payments and Reminders

  10. Preview and Send Invoice

    • Preview the invoice (PDF view or Payor view).
    • Email, download, print, or share the invoice.
    Email, download, print, or share the invoice. Email, download, print, or share the invoice.
    Preview and Send Invoice

  11. Review and Manage Invoices

    • Review invoice status under 'Sales' then 'Invoices'. Manage invoices (duplicate, void, delete, etc.). Access audit history and transaction journal under 'Edit' then 'Actions'.
    Review invoice status under 'Sales' then 'Invoices'. Manage invoices (duplicate, void, delete, etc.). Access audit history and transaction journal under 'Edit' then 'Actions'.
    Review and Manage Invoices
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Tips

  • Utilize QuickBooks's auto-fill feature for customer information to save time.
  • Enable recurring payments through QuickBooks Payments for automated, on-time payments.
  • Preview your invoice before sending to ensure accuracy and professional presentation.

Common Mistakes to Avoid

1. Incorrectly Setting Up Customer Information

Reason: Missing or inaccurate customer details (address, contact info) can lead to delayed payments, incorrect addresses on invoices, and difficulty reconciling accounts.
Solution: Double-check all customer information for accuracy before saving it and regularly update details as needed.

2. Forgetting to Send Invoices or Sending Them Late

Reason: Late invoices can result in late payments, impacting cash flow and potentially damaging client relationships.
Solution: Schedule automated invoice sending or set reminders to ensure timely dispatch of invoices.

FAQs

Can I customize my QuickBooks Online invoices to match my brand?
Yes! QuickBooks Online allows extensive customization. You can upload your logo, change colors, add your business contact information, and even add a personalized message to your invoices to reinforce your brand identity and professionalism.