How to Create an Invoice with QuickBooks - Complete Guide

If you run a business here in the UK, you’ll be familiar with invoices. But if you’re a brand new startup, you might not be so confident creating invoices - knowing what to include, and what template to start with.

Accounting software and tools can be a huge help with this, letting you create and send professional-looking invoices in just a few clicks.

In this helpful guide, we’ll run through how to create invoices with QuickBooks - one of the UK’s most popular providers of accounting software.

We’ll cover everything you need to know, including a step-by-step guide to creating QuickBooks invoices.

Looking for an alternative? Check out Wise Business, which helps you send international invoices in multiple currencies, and integrates with accounting software such as QuickBooks, Xero and more.

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How does QuickBooks invoicing work?

QuickBooks offers online invoicing software which lets you create, send, track and manage invoices on the go, on both your desktop computer and the QuickBooks mobile app.

It has tools to help you create simple, professional invoices, by customising templates with your own company branding.

Invoicing with QuickBooks offers the following features:¹

• Convert estimates to invoices in a few clicks
• Apply discounts for promotions or charge late fees
• Perform tax calculations for VAT liability and income tax
• Invoice customers in multiple major currencies
• Set up and personalise automated payment reminders - so you don’t have to chase payments manually
• Automatically create recurring invoices
• Choice of payment methods, where customers can pay directly from invoices via partners such as PayPal and GoCardless
• Automatic reconciliation with your bank feed in your accounting dashboard.

It’s important to note though that not every QuickBooks invoicing feature is available on every plan.

You’ll get basic invoicing features when you sign up online for a QuickBooks Sole Trader (£10/month) or Simple Start (£16/month) plan. But for more advanced invoicing and other accounting features, you’ll need to upgrade to a higher tier plan - with pricing ranging from £33 through to £115 a month for larger businesses.²

How to create an invoice with QuickBooks - step-by-step

Here’s how to create QuickBooks invoices online in just a few steps:³

1. Sign into QuickBooks and head to ‘Sales’
2. Select ‘Invoices’ and then ‘Create invoice’
3. Select ‘Add customer’ from the dropdown menu and enter or check their details for accuracy
4. Adjust the key information in the invoice, including the invoice date, due date and terms
5. Use the ‘Product/service’ dropdown menu to select and add products or services to your invoice, and adjust the quantity and/or rate if needed
6. Customise the look of your invoice (optional) by selecting ‘Manage’ - you can adjust the font and colours, add your company logo, amend headers and footers, and upload terms and conditions, among other options. QuickBooks will remember your choices for future invoices.
7. If you want to let the recipient pay via PayPal, you’ll need to select ‘Accept Card Payments with PayPal’ under Payment options. You’ll need to connect your PayPal account as part of this process.
8. Choose how to send your invoice - you can either ‘Review and send’ to email it directly to your customer, or save, print, download or share a link to the invoice.

This isn’t the only way to create an invoice with QuickBooks. You can also convert estimates to invoices, or copy a previous invoice over to a new invoice.

How to import invoices to QuickBooks?

It’s also possible to import external invoices from spreadsheets into QuickBooks.

Here are the steps to follow:⁴

1. Before you import, make sure to add any new products, services, customers and suppliers into QuickBooks Online
2. Prepare a spreadsheet for your invoices - you can use an existing spreadsheet or a sample file from QuickBooks
3. Go to QuickBooks Online and ‘Settings’
4. Select ‘Import Data’ and then ‘Invoices
5. Select ‘Browse’ to find and select your invoice spreadsheet
6. Map the column headers so that they align with QuickBooks Online’s invoice fields
7. Review the summary of your import
8. Once you’re happy, select ‘Start import’.

What information to include on an invoice?

It’s important to include all the required information on an invoice - some of which will need to be customised for each client/customer and order.

On every invoice you will need to include the following:

• Your business name and address, plus contact information
• Company registration number or tax number (if needed)
• Your business branding, such as your logo and letterhead.

The details that will change and will need to be updated on each invoice, are:

• Unique invoice number
• Customer name and address
• Summary description of goods and services (each on a separate line for clarity)
• Date of supply
• Date of invoice issue
• Quantity and price of goods or services, plus sub-totals, VAT or deductions, and the total amount to be paid
• Payment terms
• Instructions on preferred payment method(s), including your business bank account details or other remittance information
• Purchase order number.

Also make sure to check the HMRC invoice requirements to keep your invoices compliant.

Invoices need to be clear, professional and accurate, so it’s a good idea to use an invoicing tool and to check all invoices carefully before they are sent.

It’s also good practice to send invoices promptly once goods or services have been provided, and to agree payment terms in advance.

Payment terms and payment methods

Payment terms for invoices should ideally be agreed on in advance, but you should also outline the key details on the invoice itself.

Make sure to include the due date, and any penalties for late payment. You should also outline accepted payment methods, which on QuickBooks invoices include the following:⁵

• Bank transfer (the customer will set up this kind of payment separately, using your bank details)
• Debit or credit card
• GoCardless Direct Debit
• PayPal

Read more about how to write payment terms on invoices here.

Receive international payments with Wise Business

If you are invoicing customers overseas make sure to check Wise Business, a comprehensive multi-currency account that can help UK businesses to get paid by customers in multiple currencies, with low fees and the mid-market exchange rate.

Your Wise Business account comes with local account details to get paid in 8+ major foreign currencies like Euros and US Dollars just as easily as you do in Pounds.

All you need to do is pass these account details to your customer, or add them to invoices, and your customer can make a local payment in their preferred currency. You can also use the Wise request payment feature to make it even easier and quicker for customers to pay you.

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FAQs - How to create an invoice with QuickBooks

Can I customize invoice templates in QuickBooks?

Yes, all templates for QuickBooks invoices can be customised with your branding and logo, as well as with the details for the order. You can also change fonts, colours and what goes in the header and footer sections.

How do I add products or services to an invoice in QuickBooks?

You’ll need to use the dropdown ‘Products/services’ menu when creating invoices with QuickBooks Online to add products and services to your invoice, line by line.

Is it possible to apply discounts or taxes to invoices in QuickBooks?

Yes, you can add discounts and promotions to invoices with QuickBooks, as well as VAT, income tax and other tax calculations.

Does QuickBooks integrate with online payment solutions for invoices?

Yes, QuickBooks integrates with two online payment solutions for invoices - PayPal and GoCardless. This lets your customer pay directly from the invoice.

Can I track the payment status of invoices in QuickBooks?

Yes, you can track the payment statuses of invoices with QuickBooks Online and in the mobile app. You’ll be able to see at a glance which invoices have been paid and which are overdue, as well as those for which partial payments have been made.

And that’s it - your helpful guide to QuickBooks invoicing, including step-by-step instructions for creating and sending invoices.

After reading this, you should have all the info you need to get started with sending your first QuickBooks invoice.

Sources used:

Sources last checked on date: 29-Jul-2025