Getting paid starts with sending a professional invoice.
QuickBooks Online includes powerful invoicing tools that allow businesses to create, customize, send, and track invoices without leaving the platform.
Whether you're a freelancer, contractor, consultant, or small business owner, here's how to get the most from QuickBooks Online invoicing.
Why Invoicing Matters
A well-designed invoice does more than request payment.
It can:
Reinforce your brand
Reduce payment delays
Improve cash flow
Create a better customer experience
QuickBooks makes managing this process significantly easier.
Step 1: Create a New Invoice
Navigate to:
+ New → Invoice
Select:
Customer
Products or services
Quantity
Price
Payment terms
QuickBooks automatically calculates totals.
Step 2: Customize Your Invoice Design
Navigate to:
Settings → Custom Form Styles
From there you can:
Upload a logo
Add brand colors
Customize fonts
Adjust layout
Add custom fields
Consistent branding helps invoices look more professional.
Step 3: Set Payment Terms
Choose payment terms that fit your business.
Examples:
Due upon receipt
Net 15
Net 30
Net 60
Clear terms reduce confusion and late payments.
Step 4: Enable Online Payments
QuickBooks Payments allows customers to pay directly from the invoice.
Options may include:
Credit cards
ACH bank transfers
Digital payment methods
The easier it is to pay, the faster many customers pay.
Step 5: Automate Recurring Invoices
For repeat clients:
Navigate to:
Settings → Recurring Transactions
This allows QuickBooks to:
Generate invoices automatically
Send invoices automatically
Reduce manual work
Ideal for monthly service agreements.
Step 6: Track Invoice Status
QuickBooks shows when invoices are:
Sent
Viewed
Paid
Overdue
This visibility makes follow-up much easier.
Common Invoicing Mistakes
Avoid:
Missing due dates
Vague service descriptions
Incorrect customer information
Forgetting to follow up
Small details can significantly impact collection speed.
QuickBooks Online's invoicing tools can help businesses get paid faster while maintaining a professional appearance.
A few minutes spent customizing your invoice process today can improve cash flow and reduce administrative work throughout the year.
