How to Create an Invoice in QuickBooks Desktop?

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.

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.

How 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:

• First of all, go to the Home screen or click on the Customers menu option.
• From further options, click on the Create invoices.
• In the Customer: Job drop-down menu, click on the customer or customer job.
• If the customer or job is not on the list, then you must add it by clicking on the Add New option.
• You must mention the correct and related information such as Date Invoice#, Bill to/Sold to, and Terms.
• 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.
• You can also modify or delete it when creating invoices.
• 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.
• When you are done then click on Save and Close button.

How 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

• Click on the Sales Orders tab.
• Then click on the button Create Invoice.
• 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.
• You have to do the changes accordingly that is required.
• In the end, click on the Save and Close button.

From the Invoice Window

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

How 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

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

From the Invoice Window

• Open the QuickBooks Desktop.
• Click on the Customer menu.
• From the drop-down menu, click on the Create Invoices.
• On the Customer: Job drop-down.
• You have to choose the customer or the customer job.
• After this, you get an estimate window on your screen.
• Select the estimate that needs to be included in the invoice you are creating.
• You can edit the information according to you when you get the invoice.
• 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.

To know about How to Use Invoice Manager in QuickBooks, click here. Also, to get knowledge about QuickBooks solutions, read our other blog related to QuickBooks Inventory Management.

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