Invoicing should be simple, yet many business owners find themselves buried under paper invoice clutter, delays in invoice payments, and the hassle of managing dozens of invoices. If you're looking for an efficient invoicing solution, QuickBooks Online (QBO) provides robust features to streamline the invoicing process, improve cash flow, and enhance customer relationship management.
Here's how to create professional-looking invoices using QBO, whether you're starting from a blank invoice template or optimizing your current invoicing system.
Step 1: Customize Your Invoice Template.
Creating custom invoices helps reinforce your business branding and ensures all invoice details align with your needs.
How to do it:
- Navigate to the Gear Icon > Custom Form Styles
- Click New Style > Invoice
- Add your company info, business logo, and adjust design settings for a professional invoice appearance
- Customize fields like payment terms, discount amounts, and customer messages
- Attach legal documents or a PDF invoice for additional clarity
Pro Tips:
- Enable custom fields such as "Customer: Job" or "Estimate form"
- Include late payment fees and define invoice payment terms
- Use design adjustments to make your email content stand out in the Email View tab
Step 2: Set Up Products & Services
Before sending invoices, create a complete list of products or services you offer.
How to do it:
- Go to Sales > Products and Services
- Click New, then choose Service or Non-inventory
- Set a rate (flat rate, hourly rate, or exchange rate-based) and mark tax status based on your business model
- For multi-currency business accounts, review tax implications based on location
Sales Tax Tips:
- Use the Taxes > Sales Tax menu to configure GST/HST/PST settings
- Confirm CRA-compliant settings for digital or physical goods
Step 3: Create and Send an Invoice from Scratch
Whether you’re billing for freelance services or sending a contractor invoice template, QBO simplifies the invoice creation process.
How to do it:
- Click + New > Invoice
- Select a customer or create a new contact
- Add invoice items, rate, and quantity
- Choose appropriate fields for payment terms and invoice date
- Click Save and Send
If online payments are enabled, customers receive a secure Share link for payment. You can also manage invoice pop-ups and track email delivery status.
Recurring vs. One-Time Invoices
- Use Recurring Transactions to automate future invoices for ongoing services
- Customize each transaction for different customers and services
Step 4: Enable Online Payments
Make it easier for busy customers to pay.
How to do it:
- Go to Settings ⚙️ > Payments
- Link your bank account and choose online payment options like credit card, ACH, or Apple Pay
QuickBooks reports that businesses offering online invoice payment options get paid twice as fast.
Step 5: Track Invoice Status & Automate Reminders
Keep your accounts receivable under control.
How to do it:
- Go to Sales > Invoices
- Use the Status column to track if an invoice is Sent, Viewed, Paid, or Overdue
- Set up automatic invoice reminders for overdue invoice follow-ups
For long-term clients, automate recurring invoices and track customer info over time
Bonus: Convert Estimates to Invoices.
Streamline workflows by converting an original estimate into an invoice.
How to do it:
- Go to Sales > All Sales
- Find your estimate and select Convert to Invoice
Additional Tips for Effective Invoices
- Use the invoice preview or invoice screen customization to refine layouts
- Experiment with custom invoice template styles and columns
- QuickBooks Self-Employed by QuickBooks users can apply these methods too
- Use the invoice button for rapid generation of eye-catching invoices
Troubleshooting Invoices
- If your invoice isn’t sending, verify the company email address under Settings
- Enable partial payments under Payment Settings if needed
- Contact QuickBooks Support for help with issues with invoices or financial transactions
Final Thoughts
With QBO’s invoicing software, business owners can automate invoices, send professional invoices by email, and take full advantage of invoicing software tools — from invoice generators to online invoice preview screens.
Whether you’re customizing a construction invoice template or editing an interim invoice, QBO offers the features for business users who want a smooth, scalable invoicing experience.