How to Create an Invoice in QuickBooks Desktop?

by James Antonio

The invoices are used to record the sales transactions that are done into your businesses. These transactions are done by customers who are making no or partial payment at sale time. Create an invoice in QuickBooks Desktop helps you track the Accounts Receivable. The invoices can be created in various ways depending on the transaction done by the customer.

Create an Invoice in QuickBooks Desktop

Here, you can easily create an invoice in QuickBooks Desktop with step-by-step various processes. Just go through it and make it easier for you to create invoice and keep a track on your accounts.

To Create an Invoice from the Scratch

In your business, your workflow started with creating the invoice when it won’t require any estimates or sales orders. The steps to create an invoice is listed here:

  1. First of all, go to the Home screen or click on the Customers menu option.
  2. From further options, click on the Create invoices.
  3. In the Customer: Job drop-down menu, click on the customer or customer job.
  4. If the customer or job is not on the list, then you must add it by clicking on the Add New option.
  5. You must mention the correct and related information such as Date Invoice#, Bill to/Sold to, and Terms.
  6. In the Detail field, choose the items. In this, when you add the item then the description and the amount are automatically based on the description and the unit cost is entered when it was set up.
  7. You can also modify or delete it when creating invoices.
  8. In case, you have to apply the discount then you have to create the discount item. But this is optional.
    • In QuickBooks Desktop, click on the Lists menu.
    • Click on the Item List from the further menu.
    • Then right-click on the screen and click on the New option from shown options.
    • You have to click on the Type option, then click on the Discount.
    • Mention the Item Name or Number.
    • Then write the Description for the item you created discount.
    • In the field of Amount or %, mention the discount amount or the percentage.
    • Click on the Account drop-down arrow and select the income account.
    • The income account that you use to track the discounts you give to your customers.
    • Choose the Tax Code for the item.
    • Then click on the OK button.
  9. When you are done then click on Save and Close button.

To Create an Invoice for the Sales Order

When you create the sales order, you have to complete it so for that you have to create an invoice. So, here are the 2 ways to create an invoice for the sales order:

From the Sales Orders Window

  1. Click on the Sales Orders tab.
  2. Then click on the button Create Invoice.
  3. You get the box opened on your screen says:
    • If you want to add all the items from the sales order to the invoice, then click on Create invoices for all of the sales orders.
    • If you want to add only some items to your invoice, then click on the Create invoice for selected items.
  4. You have to do the changes accordingly that is required.
  5. In the end, click on the Save and Close button.

From the Invoice Window

  1. In QuickBooks Desktop.
  2. Click on the Customer menu.
  3. Further, select the Create Invoices.
  4. On the Customer: Job drop-down.
  5. Choose the customer or the customer job.
  6. It opens up the Sales Order window.
  7. You have to click on one or more sales orders that have all the items to include in the invoice.
  8. Perform the necessary changes in the invoices.
  9. Then click on Save and Close.

To Create an Invoice for an Estimate

Change an estimate into the invoice when your customer is agreed to pay you the fixed amount as an estimate. Follow the steps below to get it done accordingly.

From the Estimate Window

  1. First, open the correct estimate.
  2. In the Estimate form, click on the Create Invoice that is at the top of the form.
  3. When you turned on the progress of invoicing.
  4. The pop-up box opens up on your screen that asks what items and Quantities that you put on the invoice.
  5. You have to be specific that what to include.
  6. So, you get the invoice then specify what you want to include when asked.
  7. Click on the Save and Close.

From the Invoice Window

  1. Open the QuickBooks Desktop.
  2. Click on the Customer menu.
  3. From the drop-down menu, click on the Create Invoices.
  4. On the Customer: Job drop-down.
  5. You have to choose the customer or the customer job.
  6. After this, you get an estimate window on your screen.
  7. Select the estimate that needs to be included in the invoice you are creating.
  8. You can edit the information according to you when you get the invoice.
  9. Hit on the button named Save and Close.

The things are now in front of you to create an invoice in QuickBooks Desktop from the scratch. As you know get to know about the 2 processes that you have to perform according to the situation in which you are creating the new invoice. If you have any queries or doubts, then make sure to clear them as soon as possible. Don’t make your doubts a problem; connect with the QuickBooks helpdesk and give them a chance to assist you. They resolve all your problems and clear all your doubts.


Need Some one on one QuickBooks Assistance?


How can I Enter the Payment from the Customer after Creating an Invoice in QuickBooks Desktop?

Open QuickBooks Desktop.
Click on the Customers menu.
Then click on Receive Payment.
Choose the name of the customer by clicking on the drop-down arrow of Received From.
You have to mention the Amount Received.
Check and verify that the date must not be correct.
Select the payment method.
Click on the invoice or many invoices that you want to pay.
Choose Discounts or Credits if you want to add it.
Click on Save and Close button.

How many Workflows are there for Tracking Customer Transactions so that you can opt it after Creating an Invoice in QuickBooks Desktop?

There are different workflows to track customer transactions into your QuickBooks Desktop. These workflows are as follows:

Invoice – Payment – Deposit.
Sales Receipt – Deposit.
Estimate – Invoice – Payment – Deposit.
Sales Order – Invoice – Payment – Deposit.
Estimate – Sales Order – Invoice – Payment – Deposit.
Statement Charges – Finance Charges – Statement – Payment – Deposit.

What are the fields in the Invoice that you have to fill while Creating an Invoice in QuickBooks Desktop?

The fields you get into the invoice you are creating are as follows.

Date
Invoice number
Ship to or Bill to
P.O. Number
Terms
Rep/Ship/vis FOB.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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