How to Create Invoice in QuickBooks Online: A Step-by-Step Guide for Small Businesses

Ever stared at QuickBooks Online and wondered why creating an invoice feels like solving a puzzle you never got the instructions for?

You’re not alone. Many small business owners get stuck on the first step, and that hesitation can mean delayed payments, cash‑flow headaches, and that nagging feeling that something’s off.

But here’s the good news: learning how to create invoice in QuickBooks Online is actually a handful of clicks once you know the flow. Think of it like brewing your favorite coffee—once the machine’s set up, you just press start and watch the magic happen.

First, picture your client asking for the latest project recap. You open QuickBooks, head to the “+ New” button, and select “Invoice.” From there, you choose the customer you’ve already saved, add the service date, and type in a clear description—something like “Website redesign – Phase 1” so they instantly recognize the work.

And don’t forget the little details that make a big difference: add taxes if applicable, attach supporting documents, and set a due date that matches your payment terms. A quick glance at the preview lets you catch any typo before you hit “Send.”

So, what if you need to send recurring invoices for a monthly retainer? QuickBooks lets you turn that one invoice into a recurring template, saving you from re‑typing the same info month after month.

Now you might be thinking, “Will this mess up your bookkeeping?” Not at all. Each invoice automatically feeds into your accounts receivable, keeping your financials tidy and ready for tax time—something Cheralis Financial can help you review to ensure you’re never overpaying.

Ready to stop guessing and start invoicing with confidence? Grab a fresh cup, open QuickBooks Online, and follow the steps we just walked through. You’ll see payments land faster, and you’ll have one less thing to worry about when tax season rolls around.

Let’s dive in and turn that invoice creation anxiety into a smooth, repeatable process.

TL;DR

Creating an invoice in QuickBooks Online is as simple as picking a client, entering the service date, describing the work, and hitting Send.

You’ll learn to set taxes, attach files, schedule recurring bills, and keep books tidy—so payments arrive faster, tax time stays stress‑free for your business every month consistently.

Step 1: Set Up Your QuickBooks Online Account

Before you can even think about firing off that first invoice, you need a QuickBooks Online account that feels like it belongs to you, not a mystery box you inherited from a friend. If you’ve never logged in before, don’t worry – the sign‑up flow is designed for people who aren’t tech‑savvy.

Start by heading to the QuickBooks website and clicking the “Free trial” button. You’ll be asked for your email, a password, and a few details about your business – think of it as the quick version of a coffee shop’s sign‑up sheet. Fill in what you know: business name, industry, and the number of employees. QuickBooks will then spin up a sandbox environment where you can experiment without any real money at stake.

Once you’re in, the first thing you’ll see is the dashboard. It looks a little like a control panel for a spaceship, but the good news is you won’t need a pilot’s license. Take a moment to explore the left‑hand menu – you’ll find “Sales,” “Expenses,” “Banking,” and, most importantly for this guide, “Invoices.”

Now, let’s make sure your company settings are spot on. Click the gear icon in the upper right, choose “Account and Settings,” and scroll to the “Company” tab. Here you can upload your logo (a simple PNG works fine), set your default terms (like Net 30), and pick the right fiscal year. Getting these details right now saves you from endless edits later.

Don’t forget to connect your bank account. QuickBooks will ask for your bank’s name and login credentials – it’s safe, encrypted, and it pulls in transactions automatically. This step is the secret sauce that lets invoices flow straight into your books without you having to type numbers twice.

So, what should you do next? Take a breath, click “Save,” and then head over to the “Sales” tab to see the “Invoices” option appear. If you’re wondering whether you need a pro to set this up, the answer is no – but if you ever feel stuck, our Lawrenceville bookkeeping team can walk you through the details. We love turning that initial confusion into confidence.

Here’s where a little AI magic can save you time. Assistaix offers automation that can pre‑populate invoice fields based on past transactions, meaning you spend less time typing and more time serving clients. Imagine an assistant that remembers each client’s usual rate and automatically drops it into the new invoice – that’s the kind of efficiency we’re talking about.

Watch the short video above for a visual walk‑through of the sign‑up process; it’s faster than scrolling through a manual.

After you’ve got the basics set, think ahead to payroll and employee benefits. Small business owners often ask, “Do I need to handle health insurance on my own?” The answer is usually yes, and it’s easier when your invoicing system talks to the same tools you use for benefits. Lifecare Benefit Services breaks down how to get group health quotes, so you can bundle payroll and insurance without juggling separate spreadsheets.

Step 2: Navigate to the Invoices Section

Alright, you’ve already got your company profile and a snazzy invoice template. Now it’s time to actually find where QuickBooks hides the “Invoices” button – think of it like hunting for the perfect coffee spot in a new city.

Where the “Invoices” button lives

Once you’re logged into QuickBooks Online, look to the left‑hand navigation pane. The first thing you’ll see is a vertical list of icons: Dashboard, Banking, Sales, Expenses, and so on. Click on Sales – that’s the gateway to everything client‑facing.

Inside Sales, you’ll see a sub‑menu that expands automatically. One of those options is Invoices. Click it, and you’ll be taken to the master list of all invoices you’ve ever created (or will create).

Does that feel a bit confusing at first? Trust me, it’s the same layout you’ll see every time you log in, so after a couple of visits it becomes second nature.

Shortcut bar shortcut

If you’re the type who likes speed, notice the bright blue “+ New” button at the top left of the screen. That button is your fast‑track to creating a fresh invoice without wandering through the Sales menu.

Hover over it, and you’ll see a dropdown with options like “Invoice,” “Estimate,” “Sales receipt,” etc. Selecting “Invoice” jumps you straight into the blank invoice form – perfect for when you’re ready to bill that client right now.

And hey, if you ever find yourself clicking the same things over and over, QuickBooks lets you pin the Invoices page to your browser’s favorites bar. Small hack, big time saver.

So, what should you do next? Let’s walk through the actual screen you’ll see once you click “Invoices.”

What the Invoices page looks like

The Invoices page opens with a clean table: columns for Invoice #, Customer, Date, Amount, and Status. It’s like a quick snapshot of who owes you what.

At the top right, you’ll find a “Customize columns” link – use it if you want to add Due Date or Balance due to the view. Tailoring the list to your workflow saves you from scrolling forever.

Below the table, there’s a handy “Create invoice” button. It does the same thing as the “+ New” shortcut, but it’s right where you’re already looking at your invoice history.

Need a visual refresher? Check out this quick walkthrough video that walks you through the Invoices tab step‑by‑step.

Notice how the video pauses right at the moment the Invoices list appears? That’s the exact spot you’ll be staring at after you click the Sales > Invoices path.

Quick checklist before you move on

• Locate the left‑hand navigation pane and click Sales.
• Select Invoices from the expanding submenu.
• Confirm the Invoices table loads with your recent invoices.
• Spot the “+ New” button for instant invoice creation.

Got all that? Great. You’re now standing at the gateway to every bill you’ll ever send from QuickBooks. The next step is to actually fill out the invoice – we’ll walk you through that in the next section.

And remember, if you ever feel stuck, a quick glance at the QuickBooks invoice navigation tutorial can clear things up faster than scrolling through the help center.

Step 3: Enter Customer Details and Invoice Information

Alright, you’ve clicked that shiny “+ New” button and the blank invoice screen is staring back at you. It feels a bit like a fresh notebook – endless possibilities, but you need a solid first line.

Pick the right customer

First thing’s first: pull up the drop‑down that says “Customer.” If you’ve already saved your clients, you should see their names pop up instantly. Click the right one, and QuickBooks will auto‑fill the billing address, email, and phone. That little auto‑fill saves you from re‑typing the same info over and over – a tiny win that adds up.

Not seeing a client you need? No worries. Hit the “Add new” link right there, type the company name, primary contact, and address, then hit “Save.” QuickBooks will remember that contact for the next invoice, and you won’t have to hunt down that info again.

Does this feel familiar? Many teams report that keeping a clean customer list prevents mismatched addresses and delayed payments.

Fill in the invoice basics

Next, slap a clear invoice title in the “Invoice #” field – QuickBooks will usually generate one for you, but you can customize it if you prefer a naming convention like “2025‑03‑Acme‑Web.” Then choose the invoice date (usually today) and set a due date that matches your payment terms – Net 30, Net 15, or “Pay upon receipt” if you’re feeling bold.

Tip: Adding a friendly note like “Thanks for the great project, let’s keep the momentum going!” under the “Message on invoice” box can make the whole thing feel less robotic and more personal.

Add line items and taxes

Now the meat of the invoice: line items. Click “Add line” and start typing the service or product name. QuickBooks will pull up any items you’ve saved in your product list, complete with default rates and tax codes. If you haven’t set those up yet, you can type them in manually – just be sure the description is crystal clear. Instead of “Consulting,” try “Website redesign – Phase 1 (wireframes & UI mockups).”

When you hit the tax column, QuickBooks will automatically calculate sales tax based on the address you entered earlier, but you can also override it if you need to apply a different rate. This is where the Accelo integration shines – it can import your tax and ledger codes straight into QuickBooks, so you don’t have to hunt them down each time according to the Accelo integration guide.

Check the totals at the bottom. If everything looks good, give it a quick glance for any typos – a single digit off can cause a lot of back‑and‑forth.

Optional notes and attachments

Need to attach a contract, a scope sheet, or a receipt? Drag the file into the “Attachments” area or click “Attach file.” QuickBooks will keep the file linked to the invoice, and your client can download it with one click.

Use the “Customer‑facing notes” box for anything that doesn’t belong in the line items – maybe a discount you’re offering or a reminder about late fees. For internal tracking, the “Internal notes” field is perfect for flagging “Follow up if not paid by 5 days.”

Syncing your data for future ease

If you’re juggling multiple tools, consider automating the next round of invoices. Platforms like Aonflow let you set up a rule that creates a QuickBooks invoice whenever a Salesforce opportunity hits “Closed‑Won,” cutting out the manual entry entirely as explained by Aonflow’s integration overview. Even if you’re not using Salesforce, the same principle applies: once your customer and product data are synced, new invoices pop up pre‑filled, and you only need to tweak the dates or add a quick note.

And that’s it – you’ve just turned a blank screen into a polished, ready‑to‑send invoice. Take a breath, hit “Save and send,” and watch the payment notifications start rolling in.

Feeling confident? Great. If you ever hit a snag, remember Cheralis Financial’s Enrolled Agents are just a call away to help you tidy up any bookkeeping quirks and keep those invoices flowing smoothly.

Step 4: Add Products/Services and Set Pricing

Why product lines matter

Ever wonder why some invoices feel like a maze while others flow like a conversation? It’s usually because you’ve taken the time to set up your products and services first. When QuickBooks already knows what you sell, all you have to do is pick a name and watch the price appear.

Step 1 – Open the Products/Services list

From the left‑hand menu, click Sales then choose Products/Services. The screen that pops up looks a lot like a simple spreadsheet – a place where you’ll store every item you bill for, from a $5 coffee cup to a $2,500 consulting package.

Don’t worry if it feels empty right now; you’re about to fill it with the stuff that actually brings money into your business.

Step 2 – Add a new product or service

Hit the bright blue “+ New” button in the upper right corner. A small form appears with fields like Name, Description, and Sales price/rate.

Start with a clear name – think of how you’d talk to a client on the phone. Instead of “Consulting,” try “Website redesign – Phase 1 (wireframes).” That little extra context saves you (and your client) a lot of back‑and‑forth.

Step 3 – Set the right pricing model

QuickBooks lets you choose between a fixed price, an hourly rate, or a quantity‑based item. If you charge $150 per hour, select “Hourly” and type 150. For a one‑off deliverable, stick with “Fixed price” and enter the total amount.

Tip: When you’re unsure about future changes, use the “Rate” field instead of hard‑coding a total. That way, if a project expands, you can simply adjust the quantity on the invoice without recreating the line item.

Step 4 – Add tax and income account details

If the service is taxable in your state, check the box that says “Is taxable?” QuickBooks will pull the correct sales‑tax code based on the customer’s address later on.

For bookkeeping sanity, pick an appropriate income account (e.g., “Service Income” or “Product Sales”). This makes your end‑of‑year reports line up with what your Enrolled Agent at Cheralis Financial expects.

Step 5 – Save and repeat

Click “Save and close.” You’ll be back at the product list, now with your fresh entry shining at the top. The magic is that the next time you create an invoice, that item is just a click away.

Need a bundle? Create a “Service package” item that includes several line items under one price. It’s a neat trick for retainer clients who pay a flat monthly fee for ongoing support.

Putting it all together on an invoice

Now that your catalog is ready, head back to the invoice screen. In the “Product/Service” dropdown, start typing the name you just saved. QuickBooks auto‑fills the description, rate, and tax settings – you only have to confirm the quantity.

Watch the total update in real time. If something looks off, simply click the line, adjust the amount, and the grand total recalculates instantly.

Quick sanity check

Before you hit “Save and send,” run through this mini‑checklist:

• Is the correct product/service selected?
• Did you verify the rate (hourly vs. fixed) matches the agreement?
• Is tax applied where it should be?
• Did you add any discount or note in the “Customer‑facing notes” box?

It only takes a few seconds, and it prevents the dreaded “Oops, I charged the wrong amount” email chain.

What if you need to tweak pricing later?

QuickBooks keeps a history of every product change. If you raise your hourly rate next month, just edit the item in the Products/Services list. Future invoices will pick up the new rate automatically, while past invoices stay locked at the old amount – perfect for accurate tax reporting.

And if you ever feel stuck, remember that Cheralis Financial’s Enrolled Agents can review your item list, make sure every income account lines up, and help you avoid costly mis‑classifications.

Bonus tip – Use “Copy” for similar items

Got a handful of similar services, like “Social media post – 1 platform” and “Social media post – 2 platforms”? Create the first one, then hit “More actions” → “Copy.” Change the name and rate, and you’ve saved yourself a bunch of typing.

That’s it. With a tidy product catalog, adding line items becomes a breeze, pricing stays consistent, and you’ll spend less time fixing invoices and more time growing your business.

Step 5: Review, Customize, and Compare Invoice Templates

Now that you’ve added your line items and set the right rates, the invoice is looking decent—but a good invoice also needs to look professional and match your brand. This is the part where you double‑check everything, tweak the design, and decide which template works best for your business.

Why a final review matters

Imagine sending an invoice that’s missing your logo or shows the wrong due date. Your client might question the legitimacy of the bill, and you’ll end up in a back‑and‑forth email chain. A quick 30‑second review can catch those slip‑ups before they become payment delays.

Here’s a short checklist you can run through right after you hit “Save and send”:

• Is the company logo clear and properly sized?
• Are colors and fonts consistent with your brand guidelines?
• Do the invoice number, dates, and payment terms line up with the contract?
• Is the tax calculation correct for the customer’s location?
• Did you include a friendly payment note or discount reminder?

That list feels a little long? Don’t worry—you’ll soon be doing it on autopilot.

Real‑world example: a web‑design agency

Sarah runs a small web‑design studio. She noticed that clients were often asking, “Did you forget to add tax?” after she sent a plain‑text invoice. Sarah opened one of her recent invoices, hit the Manage button, and updated the footer to include a brief line: “All amounts include applicable sales tax – thank you!” She also uploaded her refreshed logo, which had a brighter teal that matched her website. The next invoice went out with the new design, and the client replied, “Looks great, and the tax note clears things up.” A tiny tweak saved Sarah a week of clarification emails.

Customizing on the fly (in‑form editing)

QuickBooks now lets you edit the look of an invoice directly on the screen. Open any draft invoice, click the Manage button, and you’ll see a live preview. Change the logo, swap the color palette, or move fields around by dragging the grid icon. Each change updates instantly, so you never have to guess how the final PDF will look.

According to Saasant’s guide on editing invoice templates, this real‑time approach reduces the back‑and‑forth with designers and speeds up the rollout of brand updates.

Legacy method: Custom Form Styles

If you’re on an older QuickBooks interface, you’ll still find the classic “Custom Form Styles” under the gear icon. There you can create a new style or edit an existing one. The steps are the same—upload a logo, pick colors, adjust margins—but you’ll have to switch tabs to see a preview.

When to bring in a third‑party tool

High‑volume businesses often need bulk edits—think hundreds of invoices each month. In those cases, a tool like Saasant Transactions can push a new template to all open invoices in one click. It’s an advanced option, but worth exploring if you’re scaling fast.

Here’s a quick decision table to help you pick the right route:

Method	Best For	Key Pros / Cons
In‑Form Editing (Manage button)	Small‑to‑mid businesses that want instant visual feedback	Live preview, no extra navigation; limited to single‑invoice tweaks.
Custom Form Styles (Legacy)	Teams on older QBO versions or who prefer a dedicated style manager	Centralized template; requires extra step to view changes.
Third‑Party Bulk Tools (e.g., Saasant)	High‑volume invoicers needing batch updates	Mass edit capability; may involve extra cost and setup.

Actionable steps to lock down your template

1. Open a recent invoice and click Manage.
2. Upload your current logo (PNG ≤ 500 KB, 300 × 100 px works well).
3. Select a color that matches your brand palette – use hex codes for consistency.
4. Adjust the header fields: make sure the invoice number, date, and due date are visible.
5. Drag the table columns to prioritize description and amount; hide any columns you never use.
6. In the footer, add a custom payment note or a short thank‑you line.
7. Switch to the “Email” preview tab to see how it will look in a client’s inbox.
8. Save the style as “Standard” and set it as the default for future invoices.

Once you’ve saved, every new invoice will inherit those settings automatically. If you ever need a special layout for a particular client, just duplicate the style, make the tweaks, and assign it on a per‑invoice basis.

Getting expert help

If you’re unsure whether your tax fields are set up correctly, or you want a quick audit of your branding across invoices, consider hiring a freelance QuickBooks specialist. Platforms like TalentsHive connect you with vetted accountants who can fine‑tune your templates and ensure everything stays audit‑ready.

And remember, you can always swing by Snellville GA: 5 QuickBooks Tips for Local Entrepreneurs for more practical pointers on recurring invoices and payment terms.

Step 6: Send, Track, and Manage Your Invoice

Hit “Send” with confidence

After you’ve double‑checked the line items, the tax, and that friendly note at the bottom, the big moment arrives: the Send button. QuickBooks Online lets you choose between emailing the PDF directly from the platform or generating a shareable link you can paste into any messenger you like.

We’ve all stared at that blue button and thought, “What if I hit send too early?” The good news? You can always preview the exact email your client will receive. Click the envelope icon, give the message a quick read, and hit “Send” only when it looks just right.

Why a quick preview matters

Imagine you’re sending a proposal to a new client. A typo in the due date could push the payment out by weeks, and that ripple effect hurts cash flow. A 15‑second preview catches those little slips before they turn into follow‑up emails.

So, what should you do next? Open the preview, skim the subject line, and make sure your branding (logo, colors) shows up exactly as you designed it in the template.

Tracking the invoice in real time

Once the invoice lands in a client’s inbox, QuickBooks automatically starts tracking its status. In the Invoices list you’ll see labels like “Sent,” “Viewed,” and “Paid.” If a client opens the PDF, the status flips to “Viewed” – a subtle nudge that they’re on it.

But what if they haven’t opened it after a few days? QuickBooks lets you set up gentle reminders. From the same invoice screen, click More → Send reminder and choose a tone that matches your relationship – a casual “Hey, just checking in” or a firmer “Payment due tomorrow.”

Managing overdue invoices

Late payments happen, especially when you’re juggling multiple small contracts. QuickBooks gives you a built‑in aging report that groups unpaid invoices by how many days they’re past due. Pull up the report, spot the red flags, and decide whether to call, email, or maybe offer a small discount for quick settlement.

Here’s a quick checklist you can run through every week:

• Filter the Invoices list for “Past due” status.
• Confirm the client’s contact info is still current.
• Send a polite reminder or pick up the phone if the amount is sizable.
• Log any promises of payment in the “Internal notes” field so you don’t forget.

Does this feel like extra work? Not really – the whole process takes less than two minutes once the automation is in place.

Using the “Manage” button for post‑send tweaks

Sometimes you need to adjust an invoice after it’s been sent – maybe the scope changed or you need to add a late‑fee line. QuickBooks’ Manage button lets you edit the draft, add a new line, and re‑send the updated version without creating a whole new invoice number.

Just click Manage, make your change, and hit Save and send again. The client receives a fresh PDF with a note that says “Updated invoice attached.” It keeps your records tidy and your client in the loop.

Keeping everything audit‑ready

Every send, view, and payment event is logged in the audit trail. That means when tax time rolls around, you have a clear paper trail proving when you billed and when the money arrived. Your Enrolled Agent at Cheralis Financial loves that level of detail – it makes reconciling accounts a breeze.

And if you ever wonder, “Did I charge the right sales tax?” just open the invoice, scroll to the bottom, and the tax breakdown is right there, matching the customer’s address.

Actionable next steps

1. After saving your invoice, click the envelope icon to preview the email.
2. Hit “Send” only when the preview looks perfect.
3. Set up a weekly reminder to check the Invoices list for “Viewed” and “Past due” statuses.
4. Use the “Send reminder” feature for gentle nudges.
5. If anything changes, hit Manage, edit, and re‑send.

By treating the send, track, and manage stage as a habit rather than an afterthought, you’ll see payments land faster, reduce back‑and‑forth with clients, and keep your books clean for tax season. And remember – if you hit a snag or want a pro to audit your process, the Enrolled Agents at Cheralis Financial are just a call away, ready to make sure your invoicing workflow stays smooth and audit‑ready.

FAQ

What’s the quickest way to start an invoice when I’m in a rush?

Hit the blue “+ New” button at the top left, choose “Invoice,” and let QuickBooks pull the most recent customer from your list. If the client is already saved, the address and email auto‑fill, so you only have to drop in the line items and hit “Save and send.” It’s basically a one‑click bill that still looks polished.

Do I need to add sales tax manually, or does QuickBooks do it for me?

QuickBooks reads the billing address you entered and matches it to the correct tax rate. You’ll see the tax column populate automatically, but you can override it if a special rate applies. Always double‑check the bottom tax breakdown before you send – a quick glance prevents the “Did I forget tax?” back‑and‑forth with clients.

Can I send the same invoice to multiple clients without recreating it?

Yes. After you finish the first invoice, click “Duplicate” from the More menu. The copy retains the line items, terms, and tax settings; just swap the customer name and email. This saves time for recurring services like monthly retainers, and it keeps your numbering consistent.

How do I know if a client actually opened the invoice?

QuickBooks tracks status changes in the Invoices list. Once the email is delivered, the status shows “Sent.” When the client clicks the PDF, it flips to “Viewed.” If you see “Viewed” but no payment, you can send a gentle reminder directly from the same screen.

What should I do if I need to change the amount after I’ve already sent the invoice?

Click the “Manage” button on the invoice, edit the line item or add a new one, then hit “Save and send” again. QuickBooks adds a note that says “Updated invoice attached,” so the client knows it’s a revision, not a brand‑new bill. The original invoice number stays the same, preserving your audit trail.

Is there a way to automate recurring invoices for subscription‑type services?

Absolutely. In the invoice screen, look for the “Make recurring” toggle. Set the frequency (weekly, monthly, yearly), choose a start date, and QuickBooks will generate and email the invoice automatically. You still get to review the preview the first time, then the system handles the rest – perfect for SaaS or maintenance contracts.

How can I keep my invoices audit‑ready for tax time?

Every action – creation, send, view, payment, or edit – lands in QuickBooks’ audit trail. When tax season rolls around, you can export that trail as a PDF or CSV and hand it to your Enrolled Agent at Cheralis Financial. The detailed timestamps prove when you billed and when money arrived, cutting down on guesswork and keeping the IRS happy.

Conclusion

We’ve walked through every click, note, and tweak you need to master how to create invoice in QuickBooks Online, from finding the Invoices tab to polishing the template and hitting send.

Now you can sit back, take a sip of coffee, and feel confident that each invoice you send looks professional, includes the right tax, and logs every action for audit‑ready records.

What’s the next step? Put the workflow into practice today—create a test invoice for a fictional client, preview the email, and send it to yourself. That quick run‑through will surface any lingering questions before you bill real customers.

Remember, even a smooth invoicing process can hit a snag when tax rules shift or a client disputes a charge. That’s where an Enrolled Agent at Cheralis Financial can step in, review your audit trail, and make sure you stay compliant without missing a payment.

So, if you’re ready to turn invoicing from a chore into a confidence‑boosting habit, reach out to Cheralis Financial. Let’s keep your books clean, your cash flow steady, and your stress level low.

When you’ve mastered how to create invoice in QuickBooks Online, you free up mental bandwidth to focus on growing your business, nurturing clients, and planning for next‑year taxes. That’s the real payoff of a solid invoicing system.