Creating and Sending Invoices in QuickBooks Self-Employed
QuickBooks Self-Employed users can create, customize, and send invoices with optional payment activation — but the feature must be enabled in Settings first.
QuickBooks Self-Employed includes built-in invoicing, but the feature is not always visible by default. Users who do not see an Invoices option in their navigation menu need to enable it before they can bill clients from the platform.
Enabling the Invoices Feature
The Invoices menu does not appear until the feature is switched on. To activate it, open Settings and toggle the Invoices switch to the on position. Once enabled, the Invoices option appears in the main navigation menu across both the web browser and mobile app interfaces.
Before sending a first invoice, users should also complete their work information. Within the Invoices section, selecting the option to edit work info opens a form where business details — name, address, and contact information — can be entered. These details populate the sender block on every invoice sent going forward, so accuracy at this stage matters.
Customizing the Invoice Template
QuickBooks Self-Employed gives users a customization window that controls the appearance and content of invoices. Opening a new invoice from the web browser launches this customization panel rather than an actual invoice, which can briefly confuse first-time users expecting to jump straight into data entry.
The customization panel is divided into several sections. The Invoice Details section lets users add or remove fields such as the invoice number, creation date, and due date. The Design section controls visual elements — users can change the color scheme and upload a business logo. Logo uploads are restricted to JPEG or PNG file formats, and only one logo can be used at a time. The Email section contains the message body that accompanies the invoice when it is sent to a customer, and this text can be tailored to suit the business.
Building and Sending an Invoice on the Web
Once customization is complete, creating an actual invoice follows a straightforward path. From the Invoices menu, users select the option to create a new invoice and then choose an existing customer or enter a new one. Customer records require a name, address, and email address at minimum.
Users then set a due date to indicate when payment is expected. Products or services are added one at a time. For services, users choose between a flat rate or an hourly rate. For products, the option switches to a per-item charge. Each line item includes a description field and an amount. Additional items can be stacked on the same invoice using the add-work function.
When the invoice is complete, users can preview it to see exactly what the customer will receive, or send it immediately by email. The preview option is worth using for a first invoice, since it confirms that the logo, business details, and email message all appear as intended.
Working in the Mobile App
The mobile app follows a similar flow with a slightly different layout. Users tap the plus sign from the Invoices menu to start a new invoice, then add a customer and select products or services. Frequently used items appear as quick-pick options, and new items can be created on the fly with a name, rate type, and amount.
The app also provides access to the invoice contact info section and invoice details section, so business information, due dates, creation dates, and invoice numbers can all be adjusted directly from a phone or tablet. Sending works the same way — users can email the invoice or preview it first.
Activating Online Payments
QuickBooks Self-Employed supports integrated payment processing, allowing customers to pay invoices by credit card or bank transfer. To turn this on, users navigate to the Invoices menu, start a new invoice, and select the payment setup option. The setup process walks through the steps needed to activate payments, after which credit card and ACH bank transfer toggles become available on each invoice.
Activating payments does not obligate a user to accept both methods — each can be turned on or off individually per invoice. For users who want to explore QuickBooks Online help and troubleshooting more broadly, additional resources cover related billing and payment topics.
Marking an Invoice as Paid
When a customer pays outside of the integrated payment system — by cash, check, or external transfer — the invoice should be manually marked as paid to keep records accurate. From the Invoices list, users locate the relevant invoice, open the action menu, and select the option to mark it as paid. On the web, a confirmation prompt offers the choice to send the customer a copy of the paid invoice for their records.
Keeping invoice status current ensures that outstanding balances and income tracking reflect reality, which is particularly important for self-employed users who rely on QuickBooks for general QuickBooks help with tax preparation and financial reporting throughout the year.