How to Create and Send Invoices in QuickBooks Online?

by James Antonio

The very first actionable that starts when it comes to getting paid in your business is the creation of an invoice. However, the difficult part would be the generation, creation, and collection of the invoice. In this blog learn how to create and send invoices in QuickBooks Online.

And thus, where QuickBooks Online is here to rescue from such problems and help you with easy and automated solutions to make the invoicing process super easy.

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Using the QuickBooks Online application for some time now, you must be knowing that there is a certain configuration that is a prerequisite for sending an invoice. This article brings to you a detailed and informative guide on creating and sending invoices in QuickBooks Online.

Scroll further to unwrap more details about creating and sending invoices in QuickBooks Online. Let’s start with understanding about QuickBooks Online invoices.

What are QuickBooks Online Invoices?

In the easiest terms, an invoice is explained as a piece of document, which helps to detail out the cost of services and products which you have provided. In most cases, invoices are designated for those specific sales in which the customers might not be paying you directly, and thus, the payment records are stacked for future references and track when paid.

QuickBooks Online invoices can be tracked so that you are aware of the amount which your customers owe to you and when is the due date for the payment.

When your customers are paying you on immediate notice for a particular service or a product, you must be issuing a sales receipt. In this case, issuing an invoice is nullified and must not be considered.

Understanding and learning about QuickBooks Online invoices, you must be wondering why are creating and sending them is important.

Well, the next section is going to take away some of those hazy thoughts and highlight a few of the most poignant factors that account for why create and send invoices in QuickBooks Online is important.

Why Creating and Sending Particular Invoices in QuickBooks Online?

Understanding why creating and sending invoices in QuickBooks Online is important, we need to stress the points mentioned below:

  • View both the revenue amount as well as the receivable amount
  • Track accounts receivable along with providing tools for collection of payments
  • Provide your customer with built-in payment links for them to pay to you easily
  • Set automatic reminder emails for a more streamlined manner of collecting payments that are due

How to Create and Send Particular Invoices in QuickBooks Online?

The generation of invoices in QuickBooks Online happens when you convert existing estimates into invoices and in case, no estimate has been provided to the customer, you need to start from scratch.

Let’s start with converting an estimate into an invoice:

Steps to Converting an Estimate into an Invoice

Step 1: Go to Sales and choose Customers. This will help you in finding an existing estimate

Converting an Estimate into an Invoice

Step 2: Choose a customer which has an existing estimate

Step 3: Tap on Estimate that will open the estimate

Converting an Estimate into an Invoice

Step 4: Hit Create Invoice which will initiate the conversion of an estimate into an invoice

Converting an Estimate into an Invoice

Step 5: Choose the amount of estimate you wish to have for the invoice

Step 6: Select Create Invoice

Moving on to the creation of invoices in QuickBooks Online, let’s dig deep into the steps in the next section:

Steps to Create an Invoice in QuickBooks Online

Step 1: Tap on +New and next choose Invoice for creating a new invoice.

Create an Invoice in QuickBooks Online

Step 2: Choose a customer.

Create an Invoice in QuickBooks Online

Step 3: Input the respective customer’s email ID (perform this only if the customer’s email ID hasn’t been entered before).

Step 4: Give all the vital information such as service or product’s description, Amount, Quantity, Rate, and Tax.

Step 5: Input a message for the invoice.

Step 6: Choose Save and Send.

Step 7: QuickBooks Online will send the created invoice to your registered email ID.

Create an Invoice in QuickBooks Online

After creation, if you need to send the invoices and also set up reminder email for the same, the following steps would be the best aid for you:

Steps to Send an Invoices in QuickBooks Online

Step 1: Choose Sales and tap in Invoices.

Send an Invoices in QuickBooks Online

Step 2: Choose either a single invoice for sending or you can also send multiple invoices.

Send an Invoices in QuickBooks Online

Step 3: Choose Batch Actions.

Step 4: Tap on Send for sending the invoice.

If you wish to set up reminder emails for sending it to your customers for the amount due to you, you can do this by clicking on Send Reminder which will send an invoice payment reminder email attached to the respective copy of your invoice.

Send an Invoices in QuickBooks Online

Confident to get started with creating and sending specific invoices in QuickBooks Online? We are sure you are! Nevertheless, if you still feel some difficulty in understanding creating and sending invoices in QuickBooks Online, get on a quick connect with get a free consultation.

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Apart from Invoices, what else can I get on QuickBooks Online Sales Settings?

Apart from invoices, the following are the ones you can get on QuickBooks Online Sales Settings:

Products and services (display SKUs, price rules, rate, quantity, price, inventory, and product/service column)
Late fees
Progress invoicing
Messages
Reminders
Online delivery
Statements

Can I Accept Payments in QuickBooks Online?

Yes. For setting up payments in QuickBooks Online, get started with the steps, which are laid down below for your quick learning:

Tap the Gear icon and choose Account and Settings
Select Payments followed by Learn More
Tap Set up payments
Input business and business owner’s information
Choose the respective bank account
Accept payments with Pay Now button

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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

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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.


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

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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.

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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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