How to Create and Customize Invoices in QuickBooks Online
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.
If you have any questions, please contact our office at (503) 224-5321. Isler Northwest LLC is a firm of business advisors and CPAs in Portland, Oregon. Our service goal at Isler Northwest is to earn our clients’ trust as their primary business and financial advisor.
Isler Northwest
(503) 224-5321
1300 SW 5th Avenue
Suite 2900
Portland, Oregon 97201
