How To Create an Invoice in QuickBooks Desktop

In this QuickBooks Desktop training, I’ll show you how to create an invoice. I’ll be using QuickBooks Accountant Desktop 2020 (also known as QuickBooks Premier).

Quick Instructions:

  1. Click the Create Invoices icon on the Home Page. Or, click Customers -> Create Invoices in the top menu
  2. Select the customer from the CUSTOMER drop-down menu
  3. Select a template from the TEMPLATE drop-down menu
  4. Select the date, if applicable
  5. Change the invoice #, if applicable
  6. Select the terms from the TERMS drop-down menu
  7. Add items to your invoice
    1. Enter item QTY
    2. Enter item RATE
  8. Enter a customer message, if applicable
  9. Click the Save & Close button

Keep reading for full instructions with screenshots.

From the Home Page, you can click the Create Invoices icon.

Create Invoices home page icon in QuickBooks Desktop.

Or you can use the top menu and select Customers -> Create Invoices.

Create an invoice using the main menu in QuickBooks Desktop

Select the customer you’re creating this invoice for from the dropdown menu.

Selecting the customer when creating an invoice in QuickBooks Desktop.

There’s another dropdown labeled TEMPLATE. For this tutorial, I’m going to select the Intuit Professional template. I’ll show you how to customize these templates in a future tutorial.

QuickBooks Desktop invoice template dropdown

Choose the date and edit the invoice number if needed. Bill To will be filled in from the customer information but you can edit it if needed.

Select the terms of the invoice from the TERMS drop-down menu.

Edited invoice terms in QuickBooks Desktop.

Now we can start entering the items we’ll be invoicing. When you click on the blue/white lines you’ll be able to select an item from a drop-down list.

Selecting an item to invoice in QuickBooks Desktop.

I’m going to select Hourly Consulting. I’ll invoice a quantity of one, (one hour) for $175.

Entering invoice QTY and RATE in QuickBooks Desktop

You can enter a custom message in the lower left-hand corner. You can select a pre-made message or enter your own.

Entering a custom message in an invoice in QuickBooks Desktop

Now you can click the Save & Close button to finish creating your invoice and return to the Home Page.

If you’d like to view the invoice you just created you can click the Create Invoices icon or use the main menu.

When you’re back on the Invoice screen you’ll see a FIND button in the upper left-hand corner with two arrows over it. If you click the left arrow it will take you to the last invoice you created.

Using the back arrow to find an invoice in QuickBooks Desktop

You can print or email a copy of the invoice by clicking the appropriate icon in the Main invoice menu.

Print or Email an invoice in QuickBooks Desktop

That’s all there is to it. You now know how to create an invoice in QuickBooks Desktop.

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If you’d like to watch me walk through this process check out the video below:

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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