How To Create An Invoice In QuickBooks Online (2026 Guide)
Learn how to create and send invoices in QuickBooks Online. A practical walkthrough of the invoicing workflow, customization options, and getting paid fast
Creating an invoice is one of the most fundamental tasks in QuickBooks Online. Whether you are billing a client for a one-time service or setting up recurring charges, getting the layout and details right ensures you get paid accurately and on time. Here is our practical walkthrough for building and sending an invoice.
Setting Up the Basics
Before you generate your first invoice, make sure your customer and product or service records are already set up in QuickBooks. Having these entered beforehand speeds up the invoicing process significantly. You will also want to verify your company settings—such as your business name, address, and payment terms—are correct in your account settings.
Creating the Invoice
To build a new invoice, navigate to your dashboard and select the “Create” (+) icon, then choose “Invoice.” You will need to fill out several key fields:
- Customer: Select the existing customer or add a new one.
- Email: Verify the billing email address where the invoice will be sent.
- Terms: Choose the payment terms, such as Net 15 or Net 30.
- Invoice Date and Due Date: Set when the bill is issued and when payment is expected.
- Product/Service: Select the items or services you are billing for. QuickBooks will automatically pull in the default description and rate.
- Quantity: Enter the number of hours or items.
Once your line items are entered, QuickBooks calculates the subtotal, applicable sales tax, and the final balance due.
Customizing the Layout
You can adjust how your invoice looks by clicking the “Customize” button at the bottom of the form. This area allows you to add your company logo, change the color scheme, and select a standard or modern template. Adding custom fields—like a project number or a specific customer reference—can help you track specialized billing details.
Sending the Invoice to Your Customer
When the invoice is complete, you have a few options. Clicking “Save and close” saves the draft to your account without sending it. Clicking “Save and send” allows you to email the invoice directly to your customer. You can edit the default email message before sending it.
If you have integrated QuickBooks Online payment processing, you can add “Pay Now” buttons directly to the emailed invoice. This allows your customers to pay securely via credit card or bank transfer directly from the email, which automatically updates the invoice status in your books once paid.
Next Steps
To streamline your cash flow, review your open invoices weekly. Use the “Get paid & pay” tab on your dashboard to see which invoices are coming due or overdue, and use the “Send reminder” feature to automatically nudge clients about outstanding balances.