Accounting, Bookkeeping, and QuickBooks Tips for Small Businesses

QuickBooks Tutorial: How to Create an Invoice in QuickBooks

Let’s say you operate a business and one of your customers just bought one of your products or services. So now you need to send them an invoice to collect payment from them. QuickBooks makes it super easy to create and send invoices, let’s get started!

Step 1:
From the main home page in QuickBooks, click on the “Create Invoice” button located in your customers section. Then the QuickBooks create invoice window will open.

Step 2:
Fill out the invoice with information pertaining to your business, products and services.

  • Enter the customer you want to invoice. Pick from the list of your current customers or click “add new” to set up a new customer and enter their billing information.
  • Choose your invoice date. This can be today, the date your product ships to your customer, the first day of the month for rent billings, etc.
  • QuickBooks will automatically generate the Invoice Number. So it’s best to leave this field alone.
  • If you wan to track PO numbers, sales reps, change the customer’s payment terms (due in 15 days…), etc feel free to update those fields.
  • Next you will want to select an Item Code.
    • In simple terms, QuickBooks items are all the products and services your business sells. These are the items you bill your customers for.
    • Select the appropriate item from your list or click “add new” to create a new item.
    • After you select an item, you will notice QuickBooks will automatically populate your description and selling price/rate fields for you. Double check the rate, update if needed. Add more details to your description, if needed.
    • Then fill in the quantity sold and QuickBooks will automatically calculate the quantity times the selling price/rate and populate the amount field.
    • Select the class, if your business uses the QuickBooks class tracking feature. In a nutshell, classes are a great way to track your company’s income/expenses by departments, store location, etc.
    • Select Taxable or Non-Taxable sale, if applicable to your business.

    Step 3:
    The last step is deciding how you want to save and send your invoice.

    • Save & Close will save your invoice to be sent at a later date and closes the invoice window. This works great is you just want to create one invoice and will print/send a batch of invoices at another time.
    • Save & New will save your current invoice to be sent at a later date and then open a new create invoice window for you to create another invoice. This is another option if you want to save your invoices to be printed/sent at a later time.
    • If you want to send your invoice now, click Save from the top of the invoice screen. Then you can select to either Print, Create a PDF, or Email your invoice. The emailing feature is pretty sweet as QuickBooks can connect to your web based email programs to email your invoices. Pick your choice and follow the QuickBooks prompts.

That’s it! Now you anxiously wait for your payment to arrive…

Free Tip! A little trick I’d like to share. At the bottom of you invoice window is an option to add a customer message. This is a great place to add a personalized note… Thank you for your business, Happy Holidays, etc… I love doing this because it adds a personal and friendly touch to your invoice.

The memo field will not show up on your invoice and is a place for you to keep internal notes.

Happy Invoicing!


Michelle Edwards, CPA - QuickBooks Consultant Written by Michelle Edwards, CPA
Certified QuickBooks ProAdvisor

Michelle Edwards, CPA is the owner of Trailhead Accounting Solutions CPA, LLC, an Erie, CO based CPA firm focused on providing small and mid-sized businesses with day-to-day accounting, bookkeeping, and Virtual CFO solutions. Michelle is a CFO turned consultant who loves working with small businesses and entrepreneurs. When she’s not crunching numbers, she can be found hiking, remote camping, gardening, home brewing, quilting, and hanging out with her family.


  1. February 27, 2013    

    Thank you for posting a great tutorial. QuickBooks is one of the main software applications for business bookkeeping. Not only is the system straightforward, but it provides a lot of options that go well beyond standard bookkeeping. You can use QuickBooks data as a cash flow forecasting tool and even run audit reports to check for fraud.

  2. Benny Benny
    March 5, 2013    

    bookmarked!!, I like your site!

  3. George George
    March 6, 2013    

    Great Post Michelle! I am about to start using QuickBooks for my small business. With posts like this my learning curve will shrink! Thank you!

    • March 9, 2013    

      Hi George,

      Glad I’m able to help quicken your learning curve! Let me know if you have any specific questions.

  4. August 16, 2013    

    Hi, I’m curious if theres a way to show past due balances on current invoices? I invoice customers ever month on services, some months they are behind, however the current invoce will not reflect that, is there a way to do so?

    • October 23, 2013    

      Hi Crystal,

      I don’t believe there is a way to show past due balances on current invoices. Preparing monthly statements and including those with your monthly invoices is a great way to alert customers that have outstanding invoices.

  5. Jonathan Jonathan
    November 25, 2014    


    Thanks for the helpful information that you have posted on your site. I know this question was asked over a year ago, but an answer may help another user.

    When setting up your invoice, you can customize it and add the “Due Date” field that is located in the header. By adding a due date to the invoice, you can now run an A/R Aging report that will show all receivables that are outstanding based on the due date.

    I hope this helps and thanks again for your wonderful information.

  6. Jonathan Jonathan
    November 25, 2014    


    My previous explanation only described how to identify past due balances. I failed to mention that when you customize your invoice, you can add the “Balance Due” and/or “Job Total Balance” to the footer of the invoice; this will show any remaining balance for the invoice/job.

    Here is a brief description of the different invoice balances…

    Balance Due – what is owed on the invoice
    Customer Total Balance – how much the customer owes you
    Job Total Balance – how much is due from the job

  7. Tammie Tammie
    December 18, 2014    

    Is it possible to make it so that the terms prints on each invoice without entering it on each invoice. Can a default be set up so that each invoice shows the same terms without physically entering it?

    • October 19, 2015    

      Hi Tammie,

      Yes, you can set default payment terms for each customer. This can be done in the customer’s account, in the customer center.

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