A Beginner’s Guide to QuickBooks Invoices: Creating, Sending, and Tracking

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Invoicing is a critical aspect of any business—whether you’re a freelancer or a growing enterprise. It’s how you get paid for the products and services you provide. But keeping track of invoices can quickly become overwhelming, especially as your business expands. This is where QuickBooks comes in.

QuickBooks is an incredibly popular accounting software that simplifies invoicing, helping businesses stay organized, save time, and get paid faster. If you’re new to QuickBooks, this guide will walk you through everything you need to know about creating, sending, and tracking invoices within the platform. By the end, you’ll feel empowered and excited to streamline your invoicing process.

Why Choose QuickBooks for Invoicing?

Before diving into how to use QuickBooks 2025 to create invoices, let’s take a moment to appreciate why QuickBooks is the best choice for invoicing:

  • Automation: QuickBooks automates many aspects of invoicing, saving you time and reducing errors.
  • Customization: Customize invoices with your business logo, colors, and unique payment terms.
  • Integration: Easily link your invoices with other financial data, such as payments, expenses, and reports.
  • Ease of Use: Even if you don’t have accounting experience, QuickBooks is designed to be user-friendly and intuitive.
  • Mobile Access: QuickBooks offers a mobile app, making it easy to create and send invoices on the go.

With these benefits in mind, let’s dive into the step-by-step process of using QuickBooks to handle your invoices!

Step 1: Setting Up Your QuickBooks Account

If you haven’t already, the first step is to set up your QuickBooks account. The process is simple and only takes a few minutes:

  1. Go to the QuickBooks website and select the version of QuickBooks that fits your business needs (QuickBooks Online is ideal for most small businesses).
  2. Sign up using your business information (name, address, email, etc.).
  3. Enter your payment details if you’re choosing a paid plan, or start with a free trial to test out the software.
  4. Customize your account by adding your business logo, payment terms, and other preferences.

Once your QuickBooks account is set up, you’re ready to start creating invoices!

Step 2: Creating Your First Invoice

Creating an invoice in QuickBooks is simple and can be done in just a few steps. Here’s how to get started:

  1. Navigate to the Invoices Section:
    • For QuickBooks Online, go to the “Sales” or “Invoicing” tab.
    • For QuickBooks Desktop, click on “Create Invoices” in the main dashboard.
  2. Choose Your Customer: Select the customer you’re invoicing from the dropdown menu. If the customer is new, you can easily add their details (name, address, email) to the system.
  3. Select the Products or Services: Add the items you’re invoicing for, whether it’s a product or a service. You can select from your existing product/service list, which you can customize to match your business offerings. If it’s a new item, you can quickly add it to the invoice.
  4. Enter the Invoice Details: QuickBooks will automatically calculate the total, taxes, and any discounts. You can adjust these manually if needed. Enter important details such as:
    • Invoice date
    • Due date (e.g., Net 30, Net 60)
    • Payment terms (e.g., “Due upon receipt,” “30 days from date,” etc.)
    • Any special notes or additional information.
  5. Review and Customize: QuickBooks allows you to customize your invoice template. Add your business logo, adjust the layout, or include specific payment instructions. This helps your invoice look professional and consistent with your branding.
  6. Save or Send the Invoice: Once you’ve entered all the details and reviewed the invoice, you can either save it as a draft for later or send it directly to your client.

Step 3: Sending Your Invoice

QuickBooks makes sending invoices a breeze. You can send invoices via email or even print them out to mail. Here’s how:

  1. Send via Email:
    • After creating the invoice, simply click the “Send” button.
    • QuickBooks will email the invoice directly to your customer, including a secure link for them to view and pay the invoice online.
    • You can even customize the email message with a personalized note or payment reminder.
  2. Print the Invoice:
    • If you prefer to mail a physical invoice, you can click the “Print” button to print a copy of the invoice. QuickBooks will format it professionally, so you don’t have to worry about formatting or layout.

Tip: Use QuickBooks Payments for Online Payments

To make it even easier for your customers to pay, you can link your QuickBooks account with QuickBooks Payments. This allows you to accept payments directly through your invoices. Customers can pay by credit card, debit card, or ACH transfer, and the payment will be automatically recorded in your QuickBooks account. This reduces manual entry and speeds up the payment process.

Step 4: Tracking Your Invoices

Tracking your invoices is essential to ensure that you get paid on time. QuickBooks helps you keep a close eye on your outstanding invoices by providing real-time tracking and reminders. Here’s how you can track your invoices effectively:

  1. View Your Outstanding Invoices:
    • In QuickBooks Online, go to the “Sales” tab, then click on “Invoices” to see all of your active, paid, and overdue invoices.
    • QuickBooks Desktop allows you to view your invoices under the “Create Invoices” section, where you can sort them by due date or payment status.
  2. Automatic Reminders: QuickBooks will automatically send reminders to customers with overdue invoices, helping you reduce late payments without having to follow up manually. You can customize the reminder settings based on your preferences.
  3. Generate Reports: QuickBooks also provides powerful reporting features. You can generate reports like “Aged Accounts Receivable” to see a breakdown of unpaid invoices by customer and due date. This will help you prioritize collections.
  4. Record Payments: As soon as your customer makes a payment, simply log it in QuickBooks. You can apply the payment to the relevant invoice, which will update the status to “Paid.” You can also record partial payments if the invoice is paid in installments.

Step 5: Customizing Your Invoice Templates

QuickBooks offers a wide range of customizable invoice templates. This allows you to align your invoices with your brand and provide a more professional appearance. Here’s how to customize your templates:

  1. Go to Settings: Click on the gear icon (QuickBooks Online) or “Edit” (QuickBooks Desktop).
  2. Select “Custom Form Styles”: This section allows you to create and modify your invoice templates.
  3. Choose a Template: QuickBooks provides a variety of templates, from simple to more complex designs.
  4. Edit Your Template: You can change the font, colors, add your business logo, and even choose what information you want to display.
  5. Preview and Save: Once you’re satisfied with your custom invoice, save it as your default template or create different versions for different clients.

Step 6: Recurring Invoices (Optional)

For businesses that provide services on a regular basis, QuickBooks also allows you to set up recurring invoices. If you offer monthly subscriptions, retainers, or any service with a consistent fee, you can automate the invoicing process by setting up a recurring schedule.

  1. Go to the “Recurring Transactions” Section.
  2. Create a New Recurring Invoice.
  3. Choose the Frequency (Weekly, Monthly, etc.).
  4. Review and Confirm.

QuickBooks will automatically generate and send these invoices based on the schedule you set, so you never have to worry about forgetting to bill a client.

Final Thoughts

Invoicing doesn’t have to be complicated, and QuickBooks makes it simple. From creating and customizing invoices to sending them and tracking payments, QuickBooks offers an all-in-one solution for small business owners. With automation, customization, and tracking features, you can save time, reduce errors, and ensure you get paid on time.