How to Invoice Your Customers in Quicken 2012 - dummies

How to Invoice Your Customers in Quicken 2012

By Stephen L. Nelson

In Quicken 2012, you can invoice customers, record their payments, and monitor unpaid amounts after you’ve described your business, finalized your invoice form(s), and created an item list. To invoice a customer, follow these steps:

  1. Choose Create Invoice command.

    Display the Business tab, click the Business Actions button, and choose the Invoices And Estimates→Create Invoice command. Quicken displays the Invoice window. The Invoice window shows a bit of information in its boxes, but don’t get confused about that.


  2. Identify the customer and provide the address, if necessary.

    If you’re invoicing a customer for the first time, type his or her name into the Customer box in the upper-left corner of the Invoice window. Quicken will copy the company name to the Bill To box. You can then complete the address by adding the street information, city, state, and ZIP code.

    If you’re invoicing a customer for the second or subsequent time, open the Customer box and select the customer from the list that Quicken displays.

    You can add customers on the fly, which means you only briefly describe your customers with sketchy vagueness. Alternatively, you can also go hog wild and describe each and every customer in painstaking detail. To go the painstaking detail route, choose the Business→Customers→Add Customer command.

    When Quicken displays the Edit Address Book Record dialog box, use its boxes to describe your customer. Note that you can use the Add Customer command at any time. You don’t need to wait until you’re ready to record an invoice.

  3. Tag the transaction.

    If you’re using Quicken to track more than one business and you’ve (very rightly) created a tag for each business, enter the appropriate tag into the Business Tag box.

  4. Provide the Date, Invoice Number, and Purchase Order Number information.

    Use the Date box to indicate the invoicing date (typically the invoice date is the actual date you create the invoice). Use the Due Date box to specify when you expect payment. Use the Invoice # box to give the invoice a unique number. Finally, if you’re billing on purchase order numbers, use the P.O. Number box to provide the customer his or her purchase order number.

  5. Describe the individual items you’re invoicing the customer for.

    To enter an invoice item, click the Item column for the line you want to add and then select an item from the list Quicken displays. Quicken adds the category and description information you provided for the item — but you can edit these if you want. Next, specify the item quantity and verify the rate.

    You can initially fit ten items onto an invoice, but if you need more room, click the Add Lines button.

  6. Add sales tax if applicable.

    If items on the invoice are subject to sales tax, enter the sales tax rate into the Tax box. Quicken then calculates the sales tax for you by multiplying the sales tax percentage against each of the taxable items on the invoice.

    Note: Quicken tracks the sales tax you’ve collected using a liability account. Quicken shows the liability account in the Tax Account drop-down list box at the bottom of the window.

  7. (Optional) Add customer messages or memo descriptions to the invoice.

    If you want to add a message to the invoice, enter the message in the Customer Message box.

    If you want to record a bit of extra information about the invoice — information that won’t appear on the invoice — enter that into the Memo box.

  8. Save the invoice.

    You can save the invoice and close the Invoice window by clicking Save And Done. Or, you can save the invoice and redisplay an empty Invoice window so you can create another invoice by clicking Save And New.