Getting paid on time is the lifeblood of any business, and a professional, accurate invoice is the first step in that critical process. QuickBooks, in both its Online and Desktop versions, is a powerful tool designed to make invoicing simple and efficient. However, the process can differ slightly between the two platforms. This comprehensive guide will provide you with a clear, step-by-step walkthrough for creating and sending invoices, whether you’re working in the cloud with QuickBooks Online or using the traditional power of QuickBooks Desktop. Let’s ensure your hard work gets converted into revenue, seamlessly.

Step 1: Choose Your Customer In the Customer dropdown menu, select the client you are billing.

• If this is a new client, you can click + Add new right from this screen and fill in their details (name, email, address). These details will be saved for future use. 
• QuickBooks will automatically populate the customer's billing address and email.

Step 2: Fill in the Invoice Details Review the key fields at the top of the invoice form:

• Invoice date: This defaults to today but can be changed. 
• Terms: Select your payment terms (e.g., Net 15, Net 30, Due on receipt). The Due date will update automatically based on the terms you choose. 
• Invoice no: QuickBooks automatically assigns a sequential number, but you can override it if needed.

Step 3: Add Your Products and Services This is the main body of your invoice. 

• Under the Product/Service column, select the item you are billing for from your list. If it's a new item, you can add it on the fly. 
• Fill in the Description, QTY (quantity), and Rate. 
• QuickBooks will automatically calculate the Amount for each line item. 
• If you charge sales tax, ensure the Tax box is checked and the correct rate is applied. The total will be calculated at the bottom.

Step 4: Customize and Review Before sending, take a moment to review. 

• Message to customer: Add a personalized note, like a "Thank you for your business!"
• Attachments: Drag and drop or upload any supporting documents (e.g., a signed contract or timesheet). 
• Customize: Use the options at the bottom to change the look of your invoice template, add your logo, or change colors.

Step 5: Save and Send You have several options in the bottom right corner: 

• Save and close: Saves the invoice as a draft to send later.
• Save and send: This is the most common option. It will open an email preview with a default message that you can edit. The customer will receive an email with a link to view and pay the invoice online. 
• Save and share link: Generates a direct, shareable link to the invoice that you can copy and paste into your own email or messaging app.

How to Create an invoice in QuickBooks Desktop (QBD) 

QuickBooks Desktop has a more classic interface, but the invoicing principles are identical. You can access the invoice creation screen in a couple of ways.

Open the Invoice Window You can either:

• From the top menu bar, go to Customers > Create Invoices.
• Or, from the Home Page dashboard, click the Create Invoices icon in the “Customers” workflow chart.

Conclusion: 

Creating an invoice in QuickBooks, whether you’re using the Online or Desktop version, is a straightforward process once you’re familiar with the steps. With the right setup and consistent invoicing practices, you can streamline your billing and ensure faster payments from clients. If you ever feel overwhelmed or want to make sure your invoicing is optimized for your business needs, don’t hesitate to seek QuickBooks professional help. Expert guidance can save you time, reduce errors, and ensure your financial records stay accurate and up-to-date.