Used for: Create invoices for Global Quality Foods to bill Ocean Choice.
You use invoice to record sales transactions from customers who make no or partial payment during the time of the sale. Invoices help you keep track of your accounts receivable. Depending on your transaction with a customer, you can create an invoice in QuickBooks Desktop in different ways.
Creating an invoice is part of your usual A/R workflow in QuickBooks Desktop. To see the complete list of workflows and other customer-related transactions, see:

  • Workflow 1: Sales Order - Invoice - Payment Deposit.

Use this workflow if you are not required to send proposals or quotes to your customers but you still need to use sales order to manage the sale of your products and services.

This workflow contains the following steps:

  1. Step 1: Create a sales order.
  2. Step 2: Create an invoice.
  3. Step 3: Record a payment.
  4. Step 4: Deposit customer payments.
  5. Workflow 3: Estimate – Invoice – Payment – Deposit

Use this workflow if your business requires creating/sending proposals or quotes which you do not need to turn into a sales order.

This workflow contains the following steps:

  1. Step 1: Create an estimate.
  2. Step 2: Create an invoice.
  3. Step 3: Record a payment.
  4. Step 4: Deposit customer payments.
  5. Workflow 2: Invoice – Payment – Deposit.

Use this workflow if you are not required to send proposals or quotes to your customers and you do not need to create sales order for managing the sales of your products and services.

This workflow contains the following steps:

  1. Step 1: Create an invoice
  2. Step 2: Record a payment
  3. Step 3: Deposit customer payments

Create an invoice from scratch.

If your business does not require creating sales orders or estimates, your A/R workflow starts with creating the invoice.
From the QuickBooks Home screen or the Customers menu, click Create Invoices.

Or at the Home page, select the icon as shown below:

On main screen of Invoice, select the icon as shown below:

Enter Invoice header.


Picture: Header of Invoice.

  • From the Customer: Job drop-down, select a customer or customer job. If the customer or job is not on the list yet, you can click Add New.


After you select customer, if your customer is have SO, you will a screen as shown below:

Click "Cancel".

  • Fill in the relevant information at the top of the form like the Date Invoice #, Bill to/Sold to and Terms.
  • Ship to: ship address, select a address as shown below:

  • Payment term:

  • Due Date:

  • Object: vendor, employee…

  • Ship via:

  • Customer message.

Enter Item for invoice.


In the detail area, select the item/s.
Note: When you select or add an item, the description and amount are automatically populated based on the description and unit cost entered when it was set up. You can delete or modify this when creating invoices.

  • Item code: Good (Inventory Item, Expense Item), Service will receive. Enter item name to search and choose item from list.

  • Decription: item name or description
  • Quantity:

  • U/M: Unit of Measure.

  • Class.
  • Cost: Price of item.

  • Amount: Total amount of item. Amount = Quantity * Cost.


(Optional) If you want to apply a discount, you need to create a discount item.

  1. From the QuickBooks Lists menu, click Item List.
  2. Right-click anywhere and click New.
  3. In the New Item window, click the Type drop-down and select Discount.
  4. Enter an Item Name/Number and a brief Description.
  5. In the Amount or % field, enter the discount amount or percentage. If your discount amounts vary, you may want to leave the Amount or % field blank and enter the amount directly on your sales forms.
  6. From the Account drop-down, choose the income account you want to use to track discounts you give to customers.
  7. Select an appropriate Tax Code for the item.
  8. Click OK.

After you have entered the full information of the invoice, select icon as show below:

Create an invoice for a Sales Order.

If you have created a sales order and you've fulfilled it, you need to create an invoice. There are two ways to do this:

From the Sales Orders window.

      1. On the Sales Orders main tab, click the Create Invoice button.
      2. On the prompt that appears, choose:
  2. Select Create invoice for all of the sales order(s) to add all items from the sales order to the invoice.
  3. Select Create invoice for selected items if you want to put only some of the items on the invoice.
      1. Make the necessary changes in the Invoice.
      2. Note: In the list of items, enter a quantity in the To Invoice (Or Invoiced) column for each item. If you don't want to invoice any of the listed item, enter 0 (zero) as the quantity.
      3. Click Save & Close.

From the Invoice window.

From the QuickBoks Home screen or the Customer menu, click Create Invoices.

Or at the Home page, select the icon as shown below:

On main screen of Invoice, select the icon as shown below:

On the Customer: Job drop-down, select a customer or customer job.

The available Sales Order window appears. Choose one or more sales orders that have items you want to include in the invoice.

Select SO and click "OK".

    • If you would like to create invoice for all of the SO, select "Create invoice for all of the sales order(s)" and click "OK".

    • If you would like to create invoice for selected items, select "Create invoice for selected items" and click "OK".


On "Specify Items and Quantities for Invoice", select items and enter quantities for invoice, then click "OK".

Make the necessary changes in the Invoice.
Note: In the list of items, enter a quantity in the To Invoice (Or Invoiced) column for each item. If you don't want to invoice any of the listed item, enter 0 (zero) as the quantity.
After you have entered the full information of the invoice, select icon as show below:

Create an invoice for an Estimate.

When a customer has accepted your estimate and agreed to pay a fixed amount (rather than for actual time and costs), you can turn the entire estimate into an invoice.

From the Estimate window.

  1. Open the correct estimate.
  2. Select Create Invoice at the top of the Estimate form.

Note: If you have progress invoicing turned on, you may get a prompt asking what you want to have on the invoice. You can simply specify what to include as prompted.

  1. When the invoice appears, edit the information as needed.
  2. Click Save & Close.

From the Invoice window

  1. From the QuickBooks Home screen or the Customer menu, click Create Invoices.
  2. On the Customer: Job drop-down, select a customer or customer job.
  3. The available Estimates window appears. Choose the estimate you want to include in the invoice. Note that QuickBooks will only allow you to select one estimate to invoice.

Note: If you have progress invoicing turned on, you may get a prompt asking what you want to have on the invoice. You can simply specify what to include as prompted.

  1. When the invoice appears, edit the information as needed.
  2. Click Save & Close.

Attach file into the invoice.

Attach a new file.

Select icon as shown below:

On Attachment screen, drop document from Outlook, your desktop, or folders into area as shown below:

Also, you can attach files from the scanner, Doc Center.
Click "Done" to complete.

Open file from attach file.

Select icon as shown below:

On Attachment screen, select file and click "Open" as shown below:

Detach file.

Select icon as shown below:

On Attachment screen, select file and click "Detach" as shown below:

Find the Invoice.

Select icon as shown below:

On "Find Invoices" screen, You can search for Invoice using the following conditions:

  • Customer.
  • Date: invoice created between from date and to date.
  • Invoice #: invoice number, if you remember invoice number.
  • Amount: total amount of invoice. If you remember total amount of invoice.

After you entered condition for seach, click Find to search.

On the search results screen, choose invoice and click "Go to" to open PO.

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