Creating Invoices

Creating Invoices


 In the Web App

To enter a new invoice in the web app, go to Sales → Sales Transactions, click Plus  and select Invoice.

You can add products to the invoice by selecting them from the drop-down list in the Item column. You can also set the cursor into the Scan Barcode field and use a barcode scanner to add products (see Scanning Barcodes).

 If you have multiple inventory sites, you can choose to draw inventory for this invoice from a different site. Use the Inventory Site field for this.
  1. To leave without saving and discard your work, click Cancel.
  2. To save your invoice, click Save.
  3. To save the invoice and send it via email and/or print it right away, click Save and Send.

 In the Mobile App

To create a new Invoice, tap the Sales tab at the bottom of the screen, then select the Customers tab.
Tap the necessary customer in the list. In the pop-up window, tap Invoices. Tap Plus  to create a new invoice. To add items to the list, switch to the Items tab.

There are several ways to add items:
  • Type in the unique name of the item in the Look for Name field and tap Plus  to add the item straight to the list.
  • Tap Plus  to open the Add Item screen. You can scroll through the list and select several items at once. It is possible to filter the items by typing the keywords in the Look for field and selecting the desired category (All fields, Name, Description, SKU, Category). Tap Add when you are finished to add items to the invoice.
  • Scan the item's barcode with the rear camera. To do so, tap Scan  . Alternatively, scan the item's barcode with the connected Bluetooth scanner. If the item is already on the list, each correct scanning of its barcode will increment the Qty value.
If your item is tracked, you can add Serial or Lot numbers. 

You can tap Calc  to add a discount or select the sales tax if you charge it.
When you are finished, tap Save  to apply your changes, or press the back button to leave without saving.

 If your country is outside the US, it is necessary to choose tax for every item in the list. To do so, after adding the item to the sales order, tap it in the list → tap the tax name → select the necessary tax in the drop-down list → tap OK → Close.

 Capturing Customer Signatures

After entering a new invoice in the mobile app and pressing Save, it is possible to capture the customer’s signature.

Signature Capture Screen

Enter the customer’s name in the text field, then have your customer put their signature in the white box. Tap the orange menu button at the top-right corner of the screen to view the pop-up menu window. Tap Save to finish invoice creation, or Save & Print if you also wish to print the invoice, or Save & Share to share the pdf file.

 Whether or not you will be offered to capture a signature, and whether it will be skippable, is controlled by the web app settings, under  → Settings → Sales → Customer’s Signature on Invoices.

Invoice Numbers

If you'd like to change how reference numbers appear on invoices, see Transaction Numbering, or see here to let QuickBooks assign numbers to sales receipts.