How to Create an Invoice in QuickBooks Desktop Step by Step

Getting paid starts with sending a professional, accurate invoice. For small business owners using QuickBooks Desktop, creating invoices is one of the most important and most frequently used functions in the software. Whether you are billing a client for services, products, or both, QuickBooks Desktop gives you everything you need to create clean, professional invoices quickly.

This step-by-step guide walks you through exactly how to create an invoice in QuickBooks Desktop, from opening the invoice form to sending it to your client.

Before You Start — What You Need

Before creating your first invoice, make sure the following are already set up in your QuickBooks Desktop file:

•         Your company information is entered correctly under Company > My Company

•         Your customer or client is already set up in the Customer Center

•         The products or services you are billing for are set up in your Item List

If any of these are missing, set them up first. Your invoices will be much faster and more accurate once your customers and items are pre-loaded.

Step-by-Step: How to Create an Invoice in QuickBooks Desktop

Step 1: Open the Create Invoices Window

From the top menu bar, click Customers, then select Create Invoices. You can also click the Invoices icon on the Home screen if your icon bar is visible. This opens the invoice entry form.

Step 2: Select the Customer or Job

At the top of the invoice form, click the Customer: Job dropdown and select the customer you are billing. If you are billing for a specific job or project under that customer, select the job name rather than just the customer name. This keeps your job costing accurate. If the customer is not in the list, click Add New to create the customer record before continuing.

Step 3: Set the Invoice Date and Number

QuickBooks will automatically fill in today's date and assign the next invoice number in sequence. Review both fields and adjust if needed. Do not skip or duplicate numbers.

Step 4: Set the Terms

The Terms field tells your client when payment is due. Common options include Net 30, Net 15, or Due on Receipt. Select the terms that match your agreement with the client.

Step 5: Add Line Items

In the Item column, click the dropdown and select the service or product from your Item List. QuickBooks will automatically fill in the description and rate.

• Quantity: Enter how many units you are billing for

• Rate: The price per unit (auto-filled from item setup, editable here)

• Amount: Calculated automatically (Quantity x Rate)

Step 6: Add a Customer Message (Optional)

At the bottom of the invoice, use the Customer Message field to add a thank you note or payment instructions. Keep it professional and brief.

Step 7: Review and Save

Review the invoice carefully. Confirm the customer name, billing address, line items, amounts, and due date are all correct. Click Save & Close or Save & New.

Step 8: Send the Invoice to Your Client

Click Email to send it directly from QuickBooks, or print and mail it. Make sure your email settings are configured under Edit > Preferences > Send Forms.

Tips for Professional Invoicing in QuickBooks Desktop

• Always use the same invoice template so your invoices look consistent and professional

• Set up payment terms on the customer record so they auto-fill on every invoice

• Run the Open Invoices report regularly to see which clients still owe you money

• Never delete an invoice — void it instead to keep your records clean

Frequently Asked Questions

Can I customize the look of my QuickBooks Desktop invoice?

Yes. Go to Lists > Templates, select the invoice template, and click Edit to customize it using the Layout Designer. You can add your logo, change fonts and colors, and rearrange fields.

What is the difference between an invoice and a sales receipt in QuickBooks?

An invoice is used when your client will pay you later. A sales receipt is used when payment is collected at the time of the transaction. Most small businesses that bill clients use invoices.

How do I track which invoices have been paid in QuickBooks Desktop?

Run the Open Invoices report under Reports > Customers & Receivables to see all unpaid invoices at a glance. You can also click any customer in the Customer Center to see their payment history.

What if I made a mistake on an invoice I already sent?

If the invoice has not been paid, open it, make corrections, and resend it. If it has already been paid, do not edit the original. Create a credit memo or consult your bookkeeper for the correct adjustment.

How many line items can I add to a QuickBooks Desktop invoice?

QuickBooks Desktop supports up to 99 line items on a single invoice. For most small businesses this is more than enough.

Need Help Setting Up QuickBooks for Your Business?

Irvine Bookkeeping & Consulting helps small businesses in Irvine and Orange County set up and manage QuickBooks the right way. Let us handle the bookkeeping so you can focus on running your business. Book a Free Consultation