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How to Create an Invoice in QuickBooks Desktop

· 3 min read
Debits

Introduction​

Creating invoices in QuickBooks Desktop is a crucial task for managing your business's accounts receivable and ensuring timely payment from customers. This guide provides a step-by-step process to create an invoice in QuickBooks Desktop efficiently.

Benefits of Creating Invoices in QuickBooks Desktop​

  • Professionalism: Generate professional-looking invoices that enhance your business image.
  • Accuracy: Ensure accurate billing by including all necessary details.
  • Tracking: Keep track of outstanding payments and manage cash flow effectively.

Steps to Create an Invoice in QuickBooks Desktop​

Step 1: Log In to QuickBooks Desktop​

  1. Open QuickBooks Desktop: Launch QuickBooks Desktop and log in with your credentials.

Step 2: Access the Invoice Form​

  1. Go to Customers: From the top menu, select 'Customers'.
  2. Create Invoices: Click on 'Create Invoices' to open the invoice form.

Step 3: Enter Customer Information​

  1. Select Customer: Choose the customer from the 'Customer: Job' dropdown list. If the customer is not in the list, you can add a new customer by selecting 'Add New'.
  2. Verify Billing Address: Ensure the billing address is correct. You can edit it if necessary.

Step 4: Fill in Invoice Details​

  1. Invoice Date: Enter the invoice date. QuickBooks Desktop usually defaults to the current date.
  2. Terms: Select the payment terms (e.g., Net 30, Due on receipt).
  3. Item Details: Add the items or services provided. For each item, enter:
    • Item: Select the item from the list.
    • Description: Provide a description if necessary.
    • Quantity: Enter the quantity sold.
    • Rate: Enter the rate or price per unit.
    • Amount: QuickBooks will automatically calculate the amount based on the quantity and rate.

Step 5: Add Additional Information​

  1. Sales Tax: If applicable, select the appropriate sales tax code.
  2. Customer Message: Add any message to the customer if needed (e.g., "Thank you for your business").
  3. Memo: Add a memo for internal tracking or additional notes.

Step 6: Save and Send the Invoice​

  1. Save the Invoice: Click 'Save & Close' to save the invoice. You can also choose 'Save & New' if you want to create another invoice immediately.
  2. Send the Invoice: To email the invoice directly to the customer, click on 'Email' and follow the prompts to send it.

Tips for Managing Invoices​

  • Regularly Review: Periodically review outstanding invoices to ensure timely payment.
  • Follow Up: Set reminders to follow up with customers on overdue invoices.
  • Use Templates: Customize invoice templates in QuickBooks Desktop to include your company logo and branding for a professional look.

Conclusion​

Creating invoices in QuickBooks Desktop is a straightforward process that helps maintain accurate billing records and ensures timely payments from customers. By following the steps outlined in this guide, you can efficiently generate and manage invoices, contributing to better cash flow and financial management.