Join Jess Stratton for an in-depth discussion in this video Invoicing customers, part of QuickBooks Pro 2015 Essential Training.
- You can create a new blank invoice or create an invoice directly from an estimate. Now, let's create a new blank invoice. 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 is setting up a subtotal. So let's click on "Items & Services." The first thing we're going to do is scroll down to "Item" at the bottom of the screen, click on it, and select "New." In the type of item select "Subtotal." We need to give it a name, I'm simply going to title it "Subtotal." Click the blue "OK" button.
Close out of this. And now we are ready to create our invoices. Click "Create Invoices" on the home screen. The first thing we need to decide is who the invoice is for. So in the customer drop-down list select the costumer that you are creating the invoice for. You can click on the calendar to change the date. You can also change the invoice number. Whatever number you change it to here, the next invoice is going to increment by that number next time. The "Bill to" automatically gets populated.
However, you can change that also. On the right-hand side you can see a summary of the customer such as their open balance, any active estimates they have, and recent transactions like other invoices and payments. You can also fill in as much or as little here as you want in this column. For example, you might not have a purchase order for the invoice. You can select the terms for the invoice so the customer knows when it's due. For example, is it due on receipt, net 15, or even due in 30 days? You can select the sales rep, and you can also specify how the product is going to be shipped.
Finally, let's start adding some items. The first thing I can do, is put in the quantity. I can tab over to the next field, in the pull-down menu, here's where I can start choosing my products. Once I choose an item, the description gets populated. However, I can certainly change that if I want. I can tab over to the next field. I can put in the price as the default to how I set it up in the item list, or I can manually override it by typing in a different number.
Hitting the "tab" key will automatically reflect the changes and finally I can specify whether the item is taxable or not. I'll hit the "tab" key to move on to the next item, and now we'll add some more line items. To delete an item at any time, simply right-click on that line and choose "Delete Line." Now, let's add a subtotal. To add a subtotal at anytime while you're creating your invoice, from the drop-down item list, scroll down and select the subtotal that we created.
You'll see on the right-hand side in gray, it subtotals the items. And now you can continue adding more items if you wanted to. Down at the bottom, you can select what type of sales tax the customer is liable for. You can see the total, any payments that have been applied, we'll talk about that in a later video. And finally, the total balance for the invoice. You can add a customer message if you want. And now you need to decide how you're going to send this to the customer.
You can either print it now or email it now, or print it later or email it later. Now, this invoice gives us several different choices of how we want to look at it. For example, it defaults to the "Intuit Product Invoice." However, if I click on the drop-down next to the template, I can change that. For example, if I change it to the "Professional Invoice," you'll notice that it changes the way it looks. It removes some of the terms such as purchase order, and sales rep. In fact, if I select "Print" from the top menu and choose "Preview," I can see how it's going to look.
I'll click "Close" on this, and I'll come back to my service invoice and preview it again. And this time you'll see things like "P.O. No." I'm going to click "Close" on this because there's one more thing I want to show you that you can do with an invoice. From the template drop-down you can also print out a packing slip, let's preview this. Click "OK" on the Shipping Labels screen. The packing list is designed so that you can print it out and stick it in the box when you ship it to your customers.
You'll notice that there's no prices here, there's just quantities, and products. I'm going to click "Close" out of this. And when you're all done with your invoice, click "Save & Close." Now, it's telling me that I've changed the sales rep and the terms for this customer. It's asking me if I want to have this information appear next time, I'm going to select "Yes." It closes out, and my invoice has been created.
- 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