How to Set Up Invoices, Sales Receipts & Estimates in Quickbooks Online

Before we actually look into how the sales forms (Invoices, Receipts, and Estimates) are setup, let’s see why setting them is an important part of using the Quickbooks Online platform.

Setting up these things is important because if done improperly, this can result in negative cash flow and loss to your newly started business. The discounts and offers you make for the customers are all affected by these settings.

sales form content invoices
How to Set up Invoices In QuickBooks Online

You can see these 8 things which you can edit while setting up the sales forms. Below is a short description of all of them.

  1. Preferred invoices terms

This setting can be used to set up the default invoice terms for the customers. For example, if you set it to net 30, the customer will have to pay within 30 days of the generation of the receipt. It will save the time needed to set up the invoice terms for each individual customer separately. However, if you want to set up special terms for a specific customer, you can allow them a separate set of terms while creating a new customer.

  1. Preferred delivery method

This is where you select how the customers get the invoice by default. The options you will see here are print later and send later. By selecting print later, you print and mail the invoices to the customers and if you select send later, it sends the invoice by email. Just like the invoice method, you can set up different terms for some of the customers who do not prefer the general terms.

  1. Shipping

This option is available if you are shipping the products to the customers. It includes the options like Shipping dates, shipping address, and shipping duration.

  1. Custom Fields

    custom field invoices

If you have to show additional information on the forms, it can be done by adding a custom field. For example, if you want to show the order numbers on all the pages, add a field for the order#.

import data invoices

  1. Custom Transaction Numbers

If you are shifting from some other online books service to Quickbooks, use this feature to convert the same numbering system which is already in place to the numbering system of Quickbooks. If you are starting fresh, you have nothing to do with this option.

  1. Service Date

If you want to take the date of service other than the invoice date, you can use this option. This adds a separate field for the service date on all the forms. This is especially useful for the businesses offering consultation services.

  1. Discount

In case you want to give the customers a discount on the transactions, you can enable this option. This will show the discount you have given on the invoices.

  1. Deposit

If you want to collect some advance deposit from the customers before starting the work, enable this option. Quickbooks will automatically subtract this from the total amount and shoe the balance on the invoice.

End Note

That’s all you need to know about the sales forms and invoices on Quickbooks online.


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1 Comment

  1. Suvi Khan says

    thanking you, sir

    this article is very helpful for me

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