Basic Invoicing in QuickBooks Online

This post is part of a 5 part series titled SaaS Guide to Invoicing in QuickBooks Online.

Developing an internal process

One of the most important tasks is to develop an internal process for billing your clients. Even if you are a small company now, having a repeatable process that you can use to train others will pay off in the future.

  • Provide as much detail on the invoice as possible: terms of the subscription, implementation details, renewal details
  • Provide details for each product/service you sell. If you are selling software subscription, note the start/end dates for the subscription.
  • Come up with a process for billing renewals (we’ll discuss recurring transactions in another post)

Enabling service date

QuickBooks Online allows you to enable an extra field on invoices called Service Date. This extra field can be used to specify additional information such as the start date of the subscription or the date you plan to be providing that service to your customer.

To enable Service Date go to Gear > Company Settings > Sales > Sales form content

Emailing your invoices

Emailing your invoices to customers will allow you to get paid much quicker. You can also use QuickBooks Payments to easily accept credit cards and ACH payments.

When you email your invoices to your clients, you will be able to see when they have opened and viewed the invoice. This only works if they click the link provided in the email, so you may want to turn off the PDF attachment option to make sure they have to click that link. Gear > Company Settings > Sales > Online delivery > Attach sales form as pdf

In our next posts in this series we’ll go over some other options for invoicing such as product bundles, classes, locations and how to utilize QuickBooks Online and ProRata to manage your revenue recognition.