You finish a project, the client is happy, and now it's time to get paid.
You open your usual invoice template, change the client's name, update the amount, save another PDF and attach it to an email.
Then, two weeks later, you're scrolling through your inbox trying to remember whether that invoice was paid. Did you send a reminder? Was the deposit included? And where did you save the final version?
If you've been there, you're not alone.
Invoicing is one of those small business tasks that seems simple until you're managing several clients, different payment terms and multiple invoices at once.
That's where QuickBooks can help.
Instead of creating invoices manually and tracking payments in a separate spreadsheet, you can manage the process in one place.
Here's how to create and send an invoice in QuickBooks Online, even if you're just getting started.
What is QuickBooks, and how does invoicing work?
QuickBooks is accounting software that helps businesses manage financial records, including income, expenses, invoices and payments.
With QuickBooks Online, you can create a professional invoice, send it directly to a customer and track what happens afterwards.
An invoice typically includes:
Your business name and contact information.
The customer's name and billing details.
A unique invoice number.
The date the invoice was issued.
A payment due date.
A description of the products or services provided.
The amount owed, including any applicable taxes.
Payment instructions.
Once the invoice is created, QuickBooks keeps a record of it.
That means you can check which invoices are outstanding, record payments and follow up without searching through old emails.
For this guide, we're focusing on QuickBooks Online. The exact layout may vary depending on your country, subscription and any interface updates.
Step 1: Make sure your business details are correct
Before creating your first invoice, take a few minutes to review your company information.
Your customer needs to know who's billing them, and the information should match your actual business details.
In QuickBooks Online, open your company settings and check the information you've entered.
Pay attention to your:
Business name.
Business address, where applicable.
Contact email and telephone number.
Business logo.
Default currency and relevant tax settings.
You can also review your invoice appearance and customisation options.
For example, if you're running a design agency, you might want your invoices to include your company logo and brand colours rather than appearing as a completely generic document.
Keep the design clean.
A professional invoice doesn't need decorative graphics or an elaborate layout. The most important information should be easy to find.
Also, remember that tax and invoicing requirements differ by country. Make sure your setup reflects the requirements that apply to your business.
Step 2: Create a new invoice
Once your company information is ready, you can start creating an invoice.
In QuickBooks Online:
Sign in to your account.
Select + Create or + New, depending on your interface.
Choose Invoice.
Wait for the invoice form to open.
You may also be able to access invoice creation through the Sales or Invoices section.
Don't worry if your screen looks slightly different from a tutorial you watched online. QuickBooks updates its interface periodically.
The information you're entering is generally the same, even when the menu locations change.
Step 3: Add your customer
Every invoice needs to be connected to the correct customer.
Look for the customer field at the top of the invoice.
If you've worked with the client before, select their name from your existing customer list.
If they're new, choose the option to add a customer.
Enter the relevant information, particularly their name and email address.
For a business client, you may also need their company name and billing address.
Here's a tip: don't create a new customer record every time the same person requests another service.
That can lead to duplicate records and make payment tracking more difficult.
Keep one accurate customer record wherever appropriate and update it when their information changes.
This becomes especially useful when you want to see the invoices you've sent to a particular client over several months.
Step 4: Enter the invoice date and payment terms
This is where you tell the customer when payment is expected.
QuickBooks allows you to enter an invoice date, due date and payment terms.
For example, you might issue an invoice on April 10 and request payment within seven days.
Your terms could be:
Due on receipt: Payment is expected when the invoice is received.
Net 7: Payment is due seven days after the invoice date.
Net 15: Payment is due within fifteen days.
Net 30: Payment is due within thirty days.
Choose terms that match what you agreed with your customer.
If your service agreement says payment is due within seven days, your invoice shouldn't unexpectedly give the client thirty days.
Consistency matters.
It also helps to establish your payment terms before the work begins rather than introducing them after the project is completed.
Step 5: Add the products or services you're billing for
Next, tell your customer exactly what they're paying for.
QuickBooks allows you to select products or services from your existing list or add new ones.
Suppose you're a virtual assistant who provided administrative support during the week.
Your invoice might include:
ServiceQuantityRateAmountAdministrative support10 hours$25$250CRM database cleanup2 hours$25$50Total before tax$300
Amounts are illustrative and don't include any applicable taxes.
The customer can immediately see what work was completed and how the total was calculated.
If you charge a fixed project fee, you might list the service as one item instead.
For example:
Website design — five-page business website — $1,200.
Be specific without writing an entire project report inside the invoice.
Avoid vague descriptions such as "work completed" or "business services" when a clearer description would help the customer understand the charge.
Before moving on, check your quantities, rates, discounts and any relevant taxes.
A small mistake here can mean sending a corrected invoice later.
Step 6: Add payment instructions and a message
An invoice should make it easy for the customer to understand how to pay.
Depending on your location, account and payment services, QuickBooks may support compatible online payment options.
However, QuickBooks Payments and particular payment methods are not available to every business worldwide.
Check which payment services are supported in your country before enabling or advertising them.
If you're collecting payment through a separate bank transfer or other accepted method, make sure your customer has clear instructions.
You can also include a short, professional message.
For example:
"Thank you for working with us. Payment is due by the date shown on this invoice. Please contact us if you have any questions about the charges."
There's no need to write a lengthy email inside the invoice.
Just include what the customer needs to complete the payment.
And if you're billing international clients, confirm the currency before sending. Don't assume the customer's local currency is the same as yours.
Step 7: Review and send the invoice
You've entered the customer, services, amounts and payment terms.
Before sending, review everything.
Check that:
The customer's name and email address are correct.
All services and amounts are accurate.
The invoice date and due date match your agreement.
Any applicable taxes are handled correctly.
The payment instructions are clear.
When you're satisfied, select Review and send or the equivalent option in your QuickBooks interface.
You'll be able to review the email details and send the invoice to your customer.
Not ready to send it yet?
You can save the invoice and return to it later.
Depending on your account and features, you may also have options to download the invoice or share it in another supported format.
After sending, check the invoice record to confirm its status.
Step 8: Track whether the invoice has been paid
Sending the invoice is only part of the job.
You also need to know what happens afterwards.
QuickBooks allows you to review invoices and monitor outstanding balances.
Common invoice statuses include unpaid, overdue and paid, although the labels you see may vary.
Instead of maintaining a separate list of people who owe you money, you can review those balances inside your accounting system.
For example, imagine you send ten invoices during the month.
Seven customers pay.
Two invoices are still within their payment terms, and one is overdue.
Rather than opening ten individual emails, you can review your invoice records and identify which customers need follow-up.
This can make managing cash flow much easier.
Step 9: Record payments received outside QuickBooks
What happens if a customer pays by bank transfer or another method outside QuickBooks?
You still need to record the payment correctly.
In QuickBooks Online, you can generally do this by selecting + Create or + New, then Receive payment.
Choose the customer, identify the relevant outstanding invoice, enter the payment details and save.
The exact steps may vary by interface and account.
For payments processed through an integrated QuickBooks payment service, records may update automatically.
Be careful not to record those payments a second time.
If you're unsure how payments should be matched to bank deposits, especially when processing fees are involved, consult your bookkeeper or accountant.
The goal is to maintain accurate records without accidentally counting income twice.
Step 10: Set up invoice reminders
Following up on unpaid invoices can be uncomfortable.
Nobody enjoys sending the third message asking whether a payment has been made.
But it's a normal part of running a business, and having a consistent process can make it easier.
QuickBooks offers invoice reminder features, including automatic reminders on supported plans and configurations.
For example, you might configure a reminder to go out shortly before a payment is due or a few days afterwards.
Keep reminder messages polite and professional.
Something like:
"Hello, this is a reminder that invoice #1042 is due on Friday. Please let us know if you need a copy or have any questions."
Make sure your reminder schedule reflects your agreed payment terms.
You don't want to pressure customers before payment is due, and you certainly don't want repeated reminders going to someone whose payment hasn't yet been recorded.
Review your settings before enabling automation.
Bonus: Save time with recurring invoices
If you provide services on a monthly or weekly basis, you might be creating nearly identical invoices again and again.
For example, an agency might bill a client a fixed monthly fee for ongoing support.
Rather than rebuilding that invoice every month, QuickBooks Online offers recurring invoice functionality on supported plans.
You can set a schedule for invoices to be created or sent automatically.
But don't confuse recurring invoices with automatic payments.
A recurring invoice requests payment on a schedule. It doesn't necessarily charge the customer's account automatically.
Check the available settings and obtain any necessary customer authorisation before setting up recurring payment collection.
And if your fees vary based on hours worked or services delivered, review the amounts before sending. Automation shouldn't result in billing customers for work they didn't receive.
Common QuickBooks invoicing mistakes to avoid
Even a good accounting system needs accurate information.
Here are a few mistakes worth watching for.
Using duplicate customer records. Keep your customer list clean so invoices and payment histories don't become scattered.
Forgetting to check the due date. Make sure the invoice reflects the terms you actually agreed upon.
Using unclear descriptions. Customers should understand what they're paying for without having to request a separate explanation.
Sending invoices in the wrong currency. This can create unnecessary confusion, especially with international clients.
Failing to record offline payments. An invoice may continue appearing unpaid until the payment is entered correctly.
Automating everything before testing. Start with a straightforward invoice, make sure the process works and introduce more advanced features gradually.
And perhaps the most important one: don't wait until the end of the month to work out what you've billed.
Keeping your invoicing records updated throughout the month is much easier than trying to reconstruct several weeks of activity.
Where FirstGen can help
At FirstGen Pro VAs, we help small businesses put practical systems in place so routine administrative work doesn't become a constant headache.
We have hands-on experience with QuickBooks and business operations workflows, including organising client records, administrative processes and the information businesses need to manage their day-to-day activities.
Whether you're moving away from manually created invoices, organising your customer records or looking for ways to make recurring administrative tasks more manageable, we can help you create a clearer process.
For specialised accounting, tax preparation or financial advice, you should work with a qualified professional.
Explore our Business Systems & Setup services or book a free consultation to discuss the parts of your workflow that need attention.
And if you've been putting off organising your invoices, start with one thing today.
Open your current invoice records and make a list of what's been sent, what's been paid and what's still outstanding.
That simple exercise can tell you a lot about what your business needs next.
Frequently asked questions
Can I create an invoice in QuickBooks without an accountant?
Yes. QuickBooks Online allows business owners to create and send invoices themselves. However, an accountant or bookkeeper can help with more complex tax settings, payment reconciliation and financial reporting.
Can QuickBooks send invoices directly to customers?
Yes. You can send invoices by email from QuickBooks Online, subject to your plan and account features. You can also save invoices for later or use available sharing options.
Can I add my business logo to a QuickBooks invoice?
Yes. QuickBooks Online provides invoice customisation options, including company information and branding settings.
Does QuickBooks automatically mark an invoice as paid?
It depends on how the payment is received. Payments processed through supported integrations may be recorded automatically. Payments received outside QuickBooks generally need to be entered or matched correctly.
Can I send invoices to international clients?
QuickBooks can support invoicing across borders, but available currencies, multicurrency functionality, taxes and payment services depend on your product and country-specific setup.
What's the difference between an invoice and a receipt?
An invoice requests payment for products or services. A receipt confirms that a payment has been made. In QuickBooks, the appropriate transaction type depends on whether the customer is paying at the time of sale or later.
