How to Invoice a Customer with QuickBooks 2010

To invoice a customer by using QuickBooks 2010, you need to identify the customer and specify the amount that the customer owes in the Create Invoices window.

1

Choose the Customers→Create Invoices.

QuickBooks displays a Create Invoices window. This figure has the Open Window List closed to provide more room for the Create Invoices window. You can close your Open Window List by clicking its close box (the small box marked with an X that appears in the upper-right corner of the list). To redisplay the Open Window List after you’ve closed it, choose View→Open Window List.

2

Select the customer, or customer and job combination, from the Customer:Job drop-down list.

If the customer is a new customer that you haven’t yet invoiced or described in the Customer List, enter a brief name for the customer in the Customer:Job list. QuickBooks then indicates that the customer doesn’t yet exist on the Customer List and asks whether you want to add the customer; indicate that you do. When prompted, supply the customer information that QuickBooks requests.

3

(Optional) Classify an invoice as fitting into a particular category by using the Class drop-down list.

You can use classes to get a better handle on your business’s finances.

4

Confirm or provide new invoice header information.

After you identify the customer, QuickBooks fills out the Date, Invoice, Bill To, and, possibly, the Ship To fields. You probably don’t need to change any of this information. You should review the information shown in these boxes to make sure that it is correct.

5

Provide or confirm the Invoice field information.

Invoices include field information that records items such as purchase order numbers, payment terms, ship date, and shipping method. Make sure that whatever QuickBooks shows in these field boxes is correct.

6

In the columns area, describe each item — each product or service — for which an invoice bills.

Use a single row for each item. The first item that you want to bill for, then, goes into row 1 of the columns area. For each item, you enter the quantity ordered, the code for the item, and a price or rate. QuickBooks retrieves an item description from your Item List and places this data into the Description column.

QuickBooks also calculates the amount billed for the item by multiplying the quantity by the price or rate. You can, however, edit both the Description and the Amount fields. If you edit the Amount field, QuickBooks recalculates the Price Each field by dividing the amount by the quantity.

7

To enter additional items onto the invoice by entering additional rows.

Each item that you want to bill for — each item that should appear as a separate charge on the invoice — appears as a row in the columns area.

8

In the Customer Message text box at the bottom of the Create Invoices window, supply a customer message that appears at the bottom of the invoice.

If you’ve created a custom invoice form template that includes other footer information, these footer boxes also appear at the bottom of the Create Invoices window. You can use them to collect and transfer additional footer information.

9

(Optional) Check your spelling by clicking the Spelling button.

QuickBooks checks the spelling of the words that you’ve used on the invoice. If QuickBooks finds no spelling errors, a message appears that tells you the spelling check is complete. If QuickBooks finds a spelling error (product code abbreviations often produce spelling errors in QuickBooks) QuickBooks displays the Check Spelling on Form dialog box.

10

Click either the Save & Close button or the Save & New button to save your invoice.

Click the Save & Close button if you want to save the invoice and close the Create Invoices window. You use the Save & New button if you want to save the invoice and then enter another invoice into the blank version of the Create Invoices window.

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