In this video, author Jess Stratton shows how to set up a subtotal for line items, and then how to invoice a customer in QuickBooks, including printing a packing slip.
- [Woman] You can create a new blank invoice or create an invoice directly from an estimate. Let's create a new blank one. Before we do that though, there's one special item that we need to set up which makes creating invoices a lot easier, and that's setting up a subtotal. Click Items and Services on the top right-hand side. Down at the very bottom on the left-hand side, click Item and select New. In the Type, I'm going to choose Subtotal. In the Name field, I'll call it Subtotal and hit the blue OK button.
We can get out of this by clicking the X in the top right-hand side and now let's click Create Invoices to create our very first one. The first thing that we need to decide is who the invoice is for. In the Customer Job field, I'll click the dropdown and now I can choose one of my customers. It gives me an invoice number, though I can certainly change that. The next invoice I create will have an incremental number based on this number. There's a Bill To address and I can change that also. On the right-hand side, I can see information about the customer, such as their preferred delivery, any open balance, and any active estimates they may have.
I can also see history, such as recent estimates or invoices. On the left-hand side, I can base this off of a PO number, and I can also set payment terms. Now let's start adding some things to our invoice. All the way on the left-hand side, click inside the Item field. In the dropdown, I can start adding some products. I can click my mouse in the Quantity field, though it's much easier to hit the Tab key on my keyboard. I can change the Description, though I don't have to. I can manually override anything in here.
I can even change the Rate. Once I tab over to the Amount column, it adjusts accordingly based on the quantity and the price. I can choose whether or not the item is taxable or not, and I can either hit the Tab key or move on to another line. I'll add some more items and I'll keep hitting the Tab key to move on to new lines. It's easy to subtract a line. I can right-click on any particular line and simply choose, "Delete Line". It goes away, and I can continue adding more products.
However, let's add a Subtotal for what we have so far. In the Item list, I'm going to scroll all the way to the bottom, and I'll choose the Subtotal item that we just added. You'll see in grey, it creates a Subtotal line item. After that, we can continue adding more items. Directly underneath this, I can choose what type of sales tax they're liable for, I can see the total, any payments they have applied, and we'll talk about that later. Finally, I can see what their Balance Due is.
All the way on the left-hand side in the Customer Message field, I can click on the pull-down and choose a message that I want to append to the bottom of the invoice. There's a few ways that I can get this invoice to the customer now that we're all done creating it. I can print it, I can email it, I can print it later or email it later. There's also some more options when printing, however. For example, if I click the Down arrow, I can preview it, I can send the invoice but I can also print a packing slip. I'll click Packing Slip and it's going to show me what it looks like.
I'll click OK on this dialog box about shipping, and it's going to bring up the Print option for that slip. If you just want to see what it looks like, click the Preview button on the right-hand side. I'll click to zoom in. You can see that the packing slip is designed to be printed out and included in the box that you're sending to the customer. There's no prices, just quantities and items. I'll hit the Close button on this and I'll hit Cancel in the Print dialog. We can also change the template, that is, the style of the invoice itself.
Right now, you can see that it's defaulting to a Service Invoice. I'll click on the pull-down and change it to a Professional Invoice. It changes slightly, that is, it removed the PO field, and it changes the look of it when it's printed. To see what it looks like, you can always click Print and then choose Preview. Here you can see that it's stripped out the Terms and there's no PO number. I'll click Close on this preview. And we can also change it to a Product Invoice. Here we have a lot more fields.
We have a completely different Ship To address, a PO number, Terms, you can even set the Sales Rep for the customer. I'm going to click Save and Close on my invoice. It's letting me know that I changed the Sales Rep and the Billing Address for this customer. It's asking me if I want to have this information appear next time and I'll click Yes. My invoice is saved, and we're brought back to the homepage.
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- Setting up a new company file
- Working with the chart of accounts
- Adding bank accounts and credit cards
- Adding service or inventory items
- Setting up sales tax
- Adding customer, vendor, and employee profiles
- Billing customers
- Receiving payments
- Recording deposits
- Handling refunds and credits
- Paying employees
- Sharing QuickBooks with others
- Running reports