How to Create Invoices in QBO

We've received a lot of questions about how to prepare and send invoices in Quickbooks Online. We recommend clients use the invoicing section of QBO wherever possible for a number of reasons. We like the ease of creating and tracking invoices in QBO.
Sending and receiving payments on invoices is a critical function of service-based small business. If you don't already have QBO, you can get 30% off of QBO for an entire year here: www.claracfo.com/qbo
To learn more about CFO services, go to: claracfo.com/cfo-services/
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Hannah Smolinski is a #CPA and the Founder of Clara CFO Group. Find out more about Clara CFO Group at claracfo.com/
Disclaimer: This video is intended for educational purposes and
should not be taken as legal or tax advice. You should consult with your financial professionals about your unique financial situation before acting on anything discussed in these videos. Clara CFO Group, LLC is providing educational content to help small business owners become more aware of certain issues and topics, but we cannot give blanket advice to a broad audience.
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[@SusanMMiller-z7q]

Clara you are awesome, I love your teaching style.

[@eduardozamora2358]

Congratulations what a professional video tutorial it helped me a lot. I'II be following you to learn more with you Thanks

[@joshuacaylor881]

I love it. Can't wait to watch more of your videos

[@nationalandinternationalkn585]

Thank you so much for Quickbooks online .....

[@ClaraCFO]

I'm thankful for it too!

[@user-rp4ck4ym2v]

This video helped me a lot! Thanks

[@mackca9864]

You were the best, best !!

[@user-jw7xn8gd9z]

Hi you are very clear on what say and do thank you

[@robertoalvaro7689]

Hi greetings for you very helpful videos!

[@indaysvlog66]

Hello,its very helpful for someone like me who want to learn about QB..thank you for this video.❤

[@ClaraCFO]

Glad it was helpful!

[@HamidurRahman]

Thanks Hannah , helpful topics

[@ClaraCFO]

Glad it was helpful!

[@1Catt33]

Can you hide all lines & add one generic total line for customer when billing? This is to avoid a lengthy invoice of 5 pages or more when working with multiple items as a florist. Customers really want to see total only, not all the stems, foam, etc used to produce. Thank you for taking time to help QB community. Grateful.

[@rodeliawoodcock6299]

❤i love this ur explaintion

[@rohanchung2185]

Great tutorial

[@ClaraCFO]

Glad you think so! Thanks for watching!

[@danielramirez-rr8yc]

clara u amazingg!!!!

[@dailymomentum]

Awesome thanks

[@ClaraCFO]

Thanks for watching! 😊

[@gigifuentes582]

Super beginner here. Can you do a video on estimates and how to convert them to invoices?

[@lixyibethgarcia1892]

Hiii!!! Thank you so much for your videos! I am new at QBO and I am hooked on your channel! I have made a HUGE progress in just 2 days as your videos are so smooth and informational! Not sure if I have missed this but does QB generate the invoice #s or do we do that manually each time? Thank you so much!

[@aromacg]

Thank you so much for such detailed and informative video, My question is do we have an option to print Item # when printing an invoice? I couldn't find it anywhere in customization

[@humingbird2187]

Could you please tell me how to have the aging report be a favorite since it is used all the time? Thank you!!!

[@susanfarrell6125]

My client uses Setmore for scheduling appointments & integrated the payments into QBO. Do we need to generate an invoice for each service rendered even if they are paid already?

[@gomacsigns5440]

Is there a way to assign discount to an individual line item on an invoice? For example if we have a particular item on special offer.

[@izabelscalabrin1163]

Hi, is there a way to add/removove columns? I need to have "from" and "to" dates on my invoices.

[@deanwada6794]

Can aging receivable report be sorted by tags? Can you create a invoice template to be used for various customers? For example invoice for services only and another for services, products and sales tax?

[@nichaniskandarian2421]

really nice information. please do a video on diferents methods of payments and how to posted it. If a customer pay cash, and i do payments without depositing the money into the bank account. how can i reflected into my books. i have a case where i got paid cash and check same invoice and the systems stills says i haven't deposited the cash but i paid other bilss in cash. please help ty

[@desertdog7529]

I have several clients that I do multiple projects with. Do you know of a way to automatically add the project name to an invoice? I've added a custom field to manually input the project, as a workaround for now, but hard to believe this isn't a basic function like it is in QBDesktop. Thanks!

[@user-ow9gn7si9r]

I don’t have the customize invoice option by the print and preview button.

[@lixyibethgarcia1892]

Hi thank you so much for your videos! I have another question. For donated services how would I put that in quickbooks? Invoice and fully discount? Create a tag for donations? What is best practice for this. Thank you in advance

[@jimmackey6376]

I was told when I bought QBO Plus that I can create invoices for divisions with different logo and address. different payable bank accounts etc. Can you provide directions as to how? Thank you

[@SuperSpikejack]

Question: why are tags used? Are they the replacement of the Memo function in QBD? And how then to you get the tag/memo to show up in the list of customer invoices?

[@normasalminen4242]

This was one of the best tutorials I have watched so far, so Thank you! I am wondering how I can create templates for each of our clients. We have the same clients each month with slightly different charges / Qty's. It would be nice to have a template for each. It can't be recurring because the amounts change slightly...???

[@ClaraCFO]

I believe you can save a recurring template and just name it after your client. BUT sometimes i just copy my last invoice to that client and then tweak the details before I send. If you duplicate the last one and update all the information to be current, that might be a fast way to handle it. I think you could try both and see what works better for you.

[@haileyburgos5849]

Hello,just wanna ask where did the invoices or sales you entered in qb or xero did the client sent his receipts or whatsoever?

[@user-rp4ck4ym2v]

Hi!! I wanted to know what to do in QuickBooks when I issued a check a month ago and it got lost in the mail and I stop payment on it through the bank and had to reissue a new check?

[@user-qr4iy3jf4n]

Do you have one on maybe accidentally deleting a invoice and trying to find it?

[@klaudias638]

I have question regarding expenses. I work with insurance company and all my invoices of the project go to the insurance company but under this specific project I have to add my invoice that I have to pay to a subcontractor that did the job where should I add it under expenses or bill? Also If I want to add time for the invoice my subcontractor spend on project where can I add it?

[@powerfullyhappy5226]

How can I set modifiers for my invoicing? For example, I have to invoice people for deed recording fees. There are 83 counties in my state with different fees. One example is wayne county charges $15 for the first page and $3 per additional page. How can I create modifiers for this so when I put in there are 3 pages, the system automatically calculates the proper fees.

[@naveenkgeorge2000]

Thanks...Can you please do Accounts Payable also

[@ClaraCFO]

Will put it in the queue!

[@user-wr2xv1tt5t]

I noticed that "Russ" name was at the top of the bill to section of the invoice but not on the print preview. How do you remove the customers name from the printed invoice bill to section?

[@ceciliaalvarado636]

How can I change the sales account where the invoice goes. I have two types of sales, I want every invoice I make goes to the correct P&L Income account.

[@igoys3016]

so a when a invoice is not paid, i am guessing it stays there and does not add to the bank feed or reconcile until its paid?

[@aleli1997]

Hi! Once I match my paid invoice to the $$$, I not being reflected in my P&L... it stays in the AR account... Would you happen to know why?

[@user-ew7eq8xd1y]

I have a vendor who became a customer and I am unable to invoice them because QBO does not give me that option in the transaction tab. Also, I cannot add them as a customer because QBO recognizes the name and asks me to put them under another name. Do I have to delete as a vendor in order to invoice as a customer?

[@karlametzler1831]

How do I delete a sample Invoice I cteated?

[@user-ql3br5ef8e]

Is there a way to hide memos regarding customer that you don't want them to see?

[@user-qr4iy3jf4n]

How about when you pay a invoice and go down to the bottom to pay it but the little bottom you can choose paid and new. Paid and close

[@KhristianDelozier]

Is there a way to hide something on the customers invoice that you put on the company's invoice?

[@FromHereTwoThere]

I would like to be able to attach receipts to invoices. I have uploaded receipts into QBO and used them to create expenses then created the invoice using the expenses, but the receipt does not attach and I haven't figured out how attach them separately. Any suggestions?

[@christoffersmith705]

CAN YOU DO BAR CODE ON YOUR INVOICE TO SCANE

[@gloriaclark9767]

how can a client make a payment once they recive the invoice?

[@gracesesto4677]

Why when I attempt to Match, the deposit is being recorded twice?

[@agnisiantar]

How do you send invoice hourly?

[@tejasamin2470]

Did you make account payable videos?

[@tikitaka8042]

Gear for accounting view--->Sale-->Invoice

[@amnewt1640]

Is there a way in terms to say if they pay by a certain date they get 10% off? I'd like to send out invoices and if customers pay by March 30th they get 10% off. I do have discounts turned on but I wasn't sure if I should send them out with 10% off then reinvoice March 30th if they haven't paid with the full amount? It's for a yearly membership.

[@cremtor5640]

Thank you 🤩👍

[@ClaraCFO]

You’re welcome 😊

[@cherylficek]

Hello Hannah.... great video very helpful info. I have one question about the invoice layout. I am able to adjust the column width on an invoice but the content below the column heading seems to be very narrow. My invoice line which could easily be 1-3 lines is 17 LINES! How can this be adjusted to spread the info out across the width of the column heading? TIA Cheryl F.

[@seamuscooley3389]

where is the bank account details on the invoice, how do they pay you?

[@user-pq7yt8ej1t]

Brand new to doing all things in QB and totally frustrated. I need to do invoicing where payments can be made on tuition for a private school in a variety of increments, i.e. monthly, annually, quarterly. I also need to show in their statements where other income has been credited from other income sources (for example monthly scholarships). I have been assured that this is possible but I can't figure out how. Right now, I have way to many "accounts" that were added to the program over a period of 9 years. Add to that, I am a 70+ volunteer and and we have no accounting staff to help. Let me know if you have any simple answers. Otherwise, I intend to continue to use the old Excel method.

[@CWTSAccountingDept]

Hi Can you teach me how I can remove / customize "Total Due" or "Balance Due" line on the Invoice and Sales Receipt?

[@ClaraCFO]

What are you trying to customize exactly?

[@user-tg3wy6iw5q]

My email message is not showing in my preview.Can you help me figure out what I'm doing wrong?

[@MusacassaTaal]

New Template of desktop invoice?

[@user-qv2yg7zw6z]

Why are the replies not visible? I would find that helpful in answering some of my questions.

[@taylorwagner1258]

Is there a way to create individualized batch invoices - invoicing for a monthly service with differing amount monthly due to frequency of use. But for a large amount of clients - hoping to not spend SOOOO long invoicing people

[@taylorwagner1258]

Also really love your videos & thoroughness. Very helpful!

[@RebeccaNunnelee]

Hi - I may be wrong, but it doesn't look like this video is geared towards the new invoicing system that QBO pretty much forced upon it's clients in December 2023. Am I mistaken, or correct? Are you aware of a video that would show how to make changes to or add information to the "new" QBO invoice, as it does not serve the purposes of our company.

[@ClaraCFO]

it's probably time for a new video! this one is 8 months old

[@user-ut9wr5ww8p]

Can you create a tutorial how to file taxes in Quickbooks Online

[@tkane2391]

Another tutorial on invoicing that skips over the project name that was an integral part of the desktop app. How do I show the project name?

[@ClaraCFO]

There is a project app that needs to be turned on in order to do projects. What level of QBO do you have? Or are you thinking about switching?

[@gloriaclark9767]

can i invoice with out an email adress?

[@mochehrzad9077]

Can you please also show it in QB desktop

[@ClaraCFO]

We don’t use QB desktop here, sorry! Check out Hector Garcia’s channel!

[@user-tradekaro]

Any Job opening in your company?

[@vanguy9780]

You have some good content here. You can make it even better if you would slow down a bit, especially when it comes to your mouse clicks. You are using your mouse at light speed. It is impossible for those new to QB to see where you are accessing the info you are presenting. Slow down just a little and your teaching skills will improve dramatically

[@ClaraCFO]

I appreciate the feedback!

[@user-su1fl7wr2d]

can I have quickbooks free? without annual payment?

[@caroltaavola1353]

What’s the difference between “Paid” and “Deposited”?

[@ClaraCFO]

Paid means that the customer paid the invoice but the payment hasn't yet hit your bank account. Deposited means it is now in your account!

[@fancistephiofficial]

Can you explain tags?

[@ClaraCFO]

I have a video for that! kzbin.info/www/bejne/rWrNh5l4hNurnJY

[@josechavez1006]

👍

[@cherylficek]

Is there anyone answering questions about this video? I would appreciate a reply c:

[@DudyOne]

I do not like the fact that you can't add additional company information. We have a corporation with (2) DBA's in the same book wit separate sales accounts, and we have to change the name on the invoice every time we write a different invoice! We are a 501(c)3 corporation. Everything we do is for fundraising. We have a catering business and we have a product group that operates under the umbrella. We only have (1) EIN , but in Louisiana we can have as many DBA's you want under the 501(c)3. What i'm asking is a way to change the DBA name when we create an invoice. One is Front-Line Catering and the other is Chef Rande' Products. Right now we have to list the company info as Front-Line / Chef Rande' and circle the one that it goes too. I hope I explained it well enough.

[@ClaraCFO]

Do they have different EINs? Or is it all the same EIN? I don’t understand why a business would operate with two DBAs at the same time 🧐

[@shannarampersad3544]

Maybe u can ask them why they refuse to give us access to an editable sales receipt or invoice template. Specifically the size. It's complete ridiculous that we have to use a letter size option, or that you have to connect to apps with exorbitant fees to print little paper receipts. It's ridiculous, counter productive and disgraceful really.

[@shannarampersad3544]

There is a whole thread on the Community support site where first they lie and say there are 3rd party options, but can't provide any..then more recently just say it isn't an option yet. Mind you this option is available on the 2012 Desktop version of quickbooks. Just a way to prey on ppl.

[@performances342]

You named this How to create invoices but you used an invoice that was already created. I needed to start from the beginnging.

[@MusacassaTaal]

How about Desky

[@MusacassaTaal]

On desktop creation

[@jayphilipwilliams]

Where are the answers to all the questions? You said leave questions. I assumed that meant you were going to answer them.

[@giovanaramirez5146]

Hello , I am starting my invoice for the season and the way it was set up is the year 2023-6442 . I amt to start 2024-6443 but I forgot how to do it.... Help