welcome to the fit small business
quickbooks online training course in
this lesson we're going to cover how to
create and send invoices and quickbooks
online to follow along with me log in to
your quickbooks online account now or
click the link below this video for a
free 30-day trial of quickbooks online
you can also click this link to access
our full quickbooks online course and
other helpful resources let's get
started an invoice is a document that
provides customers with a detailed
description of the products or services
that you have provided and how much they
cost invoices are required for sales
made on credit in other words if
customers do not pay you at the time of
the sale then you need to keep track of
what they owe you so that you can ensure
you receive payment in the future
invoices help you to manage your
accounts receivable accounts receivable
is the outstanding balance that is owed
to you by your customers when you create
an invoice in QuickBooks you benefit in
a couple of ways first your financial
statements are updated in real-time to
reflect the change in your accounts
receivable and bank account balances
second you can email invoices to your
customers directly from QuickBooks this
will allow you to not only save postage
but also ensure that your customer
receives an invoice faster so that you
can get paid faster for the purposes of
this video we will use a fictitious
company called paul's plumbing as you
view this video think about how the
information might differ for your
business to begin from the phone page go
ahead and click on the plus sign and
then select invoice the invoice form
will display on your screen we will
complete these fields for our fictitious
company Paul's plumbing first you want
to select the customers name from the
drop-down if you have not set up the
customer information yet you can do so
by clicking on the drop down arrow and
scrolling up to the top and clicking on
add new and the setting up customers
lesson we walked through how to set up
customer profiles click this link to
watch this video tutorial customer email
address will automatically populate from
the customer profile if you did not
enter the email address in the
customer profile then this field will be
blank you can enter the email address
directly in this field and it will
automatically update the customer
profile billing address this information
will automatically populate from the
customer profile as well if you did not
enter the billing address in the
customer profile then this field will
also be blank
you can enter the billing address
directly in this field but it will not
automatically update the customer
profile you will have to go back to the
customer profile and enter this
information for it to automatically
populate going forward payment terms
this is a number of days you have given
your customers to pay you this
information will automatically populate
from the customer profile if you did not
enter the payment terms in the customer
profile then this field will be blank
you can select payment terms by clicking
on the drop down arrow in this field and
it will automatically update the
customer profile the invoice date this
is a date that you provided the product
or service to your customer typically
QuickBooks will default to today's date
if you are creating the invoice after
the date that the product or service was
provided then you will need to change
this date due date the due date is
automatically calculated based on the
payment terms field so for example the
payment terms are net 30 that means that
the due date is calculated 30 days from
the invoice date now let's go down and
select our product and services that we
want to build this customer for if you
have not set up the products and
services information yet you can do so
by clicking the drop down arrow and
scrolling up to the top to click on add
new and the setting up products and
services lesson we walk through how to
set up products and services that you
sell to your customers click this link
to watch this video so we will go ahead
and select our products and services
that we need to build our customer Erin
when you select the product or service
QuickBooks will automatically default
the description here
if you'd like to enter a custom
description here you are able to do so
but keep in mind that this custom
description will just be for this
invoice and it will not update the
product or service profile if you want
this description to automatically
populate in the future
then you will need to update the product
and services list so we'll go ahead and
enter our quantity and rate and
QuickBooks automatically calculates the
amount by multiplying the quantity and
the rate fields so we've got a couple
more items that we want to go ahead and
build one of the other nice things about
QuickBooks is if you have a merchant
account with QuickBooks then you will
see up at the very top payment options
for credit card or bank transfers you
can actually go ahead and process a
payment from your customer using one of
these methods if you have a QuickBooks
payment account once you're happy with
the invoice and have completed all the
necessary fields we can actually go
ahead and do a print preview to see what
our invoice looks like so click on the
Print Preview button at the very bottom
now we will see what the invoice looks
like that is going to be sent out to
Erin Paul's customer you can take a look
at this and scroll down at this point
you can actually print the invoice and
mail it to your customer or you can
email the invoice directly from
QuickBooks so Paul has decided that he
would prefer to email this invoice
directly from QuickBooks so we are going
to do that just close out of this window
and you want to click on the blue button
in the far right corner that says save
and send and the send email window will
display here on the left hand side is
what the email information will look
like and on the right hand side is a
preview of our invoice the email address
information is automatically populating
from the customer profile the subject
field is a combination of the invoice
number
and the company name you can edit and
change the subject
to whatever you'd like it to say same
with the body of the message itself you
can change this and customize this
message for your customer as needed
again if you have a QuickBooks payment
account you your customer will actually
have a link within their invoice where
they can actually click on that and go
ahead and make payment be a credit card
or bank transfer so once you are ready
to send the email you can click the
button at the very bottom of the screen
that says save to send Q and close be
sure to check your email delivery
settings before sending emails to your
customers we covered this and how to set
up sales form content lesson to access
this course just click the links below
this video that wraps up the lesson on
how to create and send invoices in
QuickBooks Online to access our full
QuickBooks Online course or any of the
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