Skip to main content

How to Send a Sales Receipt in QuickBooks Online

· 4 min read
Debits

Introduction​

Sending a sales receipt in QuickBooks Online is a crucial step for documenting customer payments and ensuring your financial records are up to date. A sales receipt is typically used when a customer pays you at the time of the sale. This guide provides a detailed, step-by-step process for creating and sending sales receipts in QuickBooks Online.

Step 1: Create a Sales Receipt​

1.1: Access the Sales Receipt Form​

  1. Log in to QuickBooks Online: Start by logging in to your QuickBooks Online account using your credentials.
  2. Go to the + New Menu: Click on the + New button located on the left-hand side of the screen.
  3. Select Sales Receipt: Under the Customers section, choose Sales Receipt.

1.2: Enter Customer Information​

  1. Select the Customer: In the Customer drop-down menu, select the customer who made the payment. If the customer is new, you can add them by clicking Add new.
  2. Enter Payment Date: In the Sales Receipt Date field, enter the date the payment was received.
  3. Choose Payment Method: Select the payment method (e.g., credit card, cash, check) from the Payment method drop-down menu.

1.3: Enter Product or Service Details​

  1. Add Products/Services: Under the Product/Service column, select the items or services the customer purchased.
  2. Enter Quantity and Rate: Input the quantity and rate for each product or service. QuickBooks will automatically calculate the total amount.
  3. Apply Taxes (if applicable): If sales tax applies, QuickBooks will calculate it based on your tax settings. Ensure the correct tax rate is selected.

1.4: Review and Save the Sales Receipt​

  1. Review the Information: Double-check all details on the sales receipt, including customer information, items, and payment details.
  2. Save the Receipt: Click Save and close if you’re done, or Save and new if you need to create another sales receipt.

Step 2: Send the Sales Receipt​

2.1: Email the Sales Receipt​

  1. Click on Send: After saving the receipt, you will be prompted to send it to the customer. Click Send.
  2. Review the Email: QuickBooks will auto-generate an email with the sales receipt attached. You can customize the message if needed.
  3. Add or Update Email Address: Ensure the customer’s email address is correct. If not, update it before sending.
  4. Send the Receipt: Click Send and close to email the sales receipt to the customer.

2.2: Print the Sales Receipt (Optional)​

  1. Print Option: If you prefer to provide a physical copy, click Print or Preview instead of sending the receipt via email.
  2. Print the Receipt: Select Print to generate a hard copy of the sales receipt.

Step 3: Track and Manage Sales Receipts​

3.1: View Sales Receipt History​

  1. Go to Sales: Navigate to Sales > All Sales to view a list of all transactions.
  2. Filter Sales Receipts: Use the filter options to view only sales receipts. This allows you to quickly find and review any past sales receipts.

3.2: Manage Customer Payments​

  1. Apply to Customer Account: Ensure that the payment received via the sales receipt is accurately applied to the customer’s account, updating their balance accordingly.
  2. Reconcile Payments: Regularly reconcile sales receipts with your bank statements to ensure all transactions are correctly recorded.

Best Practices for Using Sales Receipts in QuickBooks Online​

  • Timely Entry: Enter sales receipts promptly to keep your records current and avoid discrepancies.
  • Accurate Information: Always verify customer details and payment information before sending the sales receipt to avoid errors.
  • Regular Reviews: Periodically review your sales receipts and customer payments to ensure accuracy in your financial reporting.
  • Use Automation: Utilize QuickBooks Online’s automation features, such as recurring sales receipts, for regular customers.

Conclusion​

Sending a sales receipt in QuickBooks Online is a simple yet vital process for recording payments and managing customer transactions effectively. By following the steps outlined in this guide, you can efficiently create, send, and manage sales receipts, ensuring your financial records are accurate and up to date. Implementing best practices for using sales receipts will further enhance your business’s accounting processes.