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How To Create And Send Invoices In QuickBooks Online 2016 - YouTube
Channel: FitSmallBusiness
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welcome to the fit small business
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quickbooks online training course in
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this lesson we're going to cover how to
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create and send invoices and quickbooks
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online to follow along with me log in to
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your quickbooks online account now or
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click the link below this video for a
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free 30-day trial of quickbooks online
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you can also click this link to access
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our full quickbooks online course and
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other helpful resources let's get
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started an invoice is a document that
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provides customers with a detailed
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description of the products or services
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that you have provided and how much they
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cost invoices are required for sales
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made on credit in other words if
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customers do not pay you at the time of
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the sale then you need to keep track of
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what they owe you so that you can ensure
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you receive payment in the future
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invoices help you to manage your
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accounts receivable accounts receivable
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is the outstanding balance that is owed
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to you by your customers when you create
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an invoice in QuickBooks you benefit in
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a couple of ways first your financial
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statements are updated in real-time to
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reflect the change in your accounts
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receivable and bank account balances
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second you can email invoices to your
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customers directly from QuickBooks this
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will allow you to not only save postage
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but also ensure that your customer
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receives an invoice faster so that you
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can get paid faster for the purposes of
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this video we will use a fictitious
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company called paul's plumbing as you
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view this video think about how the
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information might differ for your
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business to begin from the phone page go
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ahead and click on the plus sign and
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then select invoice the invoice form
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will display on your screen we will
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complete these fields for our fictitious
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company Paul's plumbing first you want
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to select the customers name from the
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drop-down if you have not set up the
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customer information yet you can do so
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by clicking on the drop down arrow and
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scrolling up to the top and clicking on
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add new and the setting up customers
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lesson we walked through how to set up
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customer profiles click this link to
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watch this video tutorial customer email
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address will automatically populate from
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the customer profile if you did not
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enter the email address in the
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customer profile then this field will be
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blank you can enter the email address
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directly in this field and it will
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automatically update the customer
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profile billing address this information
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will automatically populate from the
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customer profile as well if you did not
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enter the billing address in the
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customer profile then this field will
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also be blank
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you can enter the billing address
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directly in this field but it will not
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automatically update the customer
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profile you will have to go back to the
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customer profile and enter this
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information for it to automatically
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populate going forward payment terms
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this is a number of days you have given
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your customers to pay you this
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information will automatically populate
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from the customer profile if you did not
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enter the payment terms in the customer
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profile then this field will be blank
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you can select payment terms by clicking
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on the drop down arrow in this field and
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it will automatically update the
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customer profile the invoice date this
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is a date that you provided the product
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or service to your customer typically
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QuickBooks will default to today's date
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if you are creating the invoice after
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the date that the product or service was
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provided then you will need to change
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this date due date the due date is
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automatically calculated based on the
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payment terms field so for example the
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payment terms are net 30 that means that
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the due date is calculated 30 days from
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the invoice date now let's go down and
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select our product and services that we
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want to build this customer for if you
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have not set up the products and
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services information yet you can do so
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by clicking the drop down arrow and
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scrolling up to the top to click on add
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new and the setting up products and
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services lesson we walk through how to
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set up products and services that you
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sell to your customers click this link
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to watch this video so we will go ahead
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and select our products and services
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that we need to build our customer Erin
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when you select the product or service
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QuickBooks will automatically default
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the description here
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if you'd like to enter a custom
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description here you are able to do so
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but keep in mind that this custom
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description will just be for this
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invoice and it will not update the
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product or service profile if you want
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this description to automatically
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populate in the future
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then you will need to update the product
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and services list so we'll go ahead and
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enter our quantity and rate and
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QuickBooks automatically calculates the
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amount by multiplying the quantity and
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the rate fields so we've got a couple
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more items that we want to go ahead and
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build one of the other nice things about
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QuickBooks is if you have a merchant
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account with QuickBooks then you will
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see up at the very top payment options
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for credit card or bank transfers you
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can actually go ahead and process a
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payment from your customer using one of
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these methods if you have a QuickBooks
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payment account once you're happy with
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the invoice and have completed all the
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necessary fields we can actually go
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ahead and do a print preview to see what
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our invoice looks like so click on the
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Print Preview button at the very bottom
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now we will see what the invoice looks
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like that is going to be sent out to
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Erin Paul's customer you can take a look
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at this and scroll down at this point
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you can actually print the invoice and
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mail it to your customer or you can
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email the invoice directly from
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QuickBooks so Paul has decided that he
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would prefer to email this invoice
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directly from QuickBooks so we are going
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to do that just close out of this window
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and you want to click on the blue button
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in the far right corner that says save
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and send and the send email window will
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display here on the left hand side is
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what the email information will look
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like and on the right hand side is a
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preview of our invoice the email address
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information is automatically populating
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from the customer profile the subject
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field is a combination of the invoice
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number
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and the company name you can edit and
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change the subject
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to whatever you'd like it to say same
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with the body of the message itself you
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can change this and customize this
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message for your customer as needed
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again if you have a QuickBooks payment
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account you your customer will actually
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have a link within their invoice where
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they can actually click on that and go
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ahead and make payment be a credit card
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or bank transfer so once you are ready
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to send the email you can click the
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button at the very bottom of the screen
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that says save to send Q and close be
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sure to check your email delivery
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settings before sending emails to your
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customers we covered this and how to set
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up sales form content lesson to access
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this course just click the links below
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this video that wraps up the lesson on
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how to create and send invoices in
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QuickBooks Online to access our full
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QuickBooks Online course or any of the
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other lessons in this series click the
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link below this video you can also find
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a link below this video for a free
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30-day trial of QuickBooks Online if you
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have feedback about this course
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or if you have any questions please
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leave a comment below also don't forget
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to subscribe
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