How to Add, Edit or Delete An Invoice in QuickBooks Desktop & Online?

QuickBooks is a widely-used accounting software that helps businesses manage their finances efficiently. One of the key tasks you might need to perform is managing invoices. Here’s a step-by-step guide to adding, editing, and deleting invoices in QuickBooks, along with solutions to common issues you might encounter.

Read more information: Add, Edit or Delete An Account in QuickBooks

What is Invoice in QuickBooks?

An invoice details the costs of goods or services provided and establishes the client’s obligation to pay. It is essential for tracking payments and managing accounts receivable. Therefore, creating invoices in the same platform where you manage your business accounting, like QuickBooks, ensures seamless and efficient financial tracking.

Importance of Invoicing in Business

Invoicing is a critical component of business operations. It ensures timely payments, accurate financial records, and professional communication with clients.

Types of Invoices in QuickBooks

QuickBooks allows the creation of various types of invoices, including standard invoices, recurring invoices, and progress invoices, catering to different business requirements.

How to Add an Invoice in QuickBooks Desktop

Step-by-Step Guide

• Open QuickBooks Desktop and log in to your account.
• Navigate to the “Customers” menu and select “Create Invoices.”
• Choose the customer you are invoicing.
• Enter the necessary details such as date, invoice number, and items/services provided.
• Save and send the invoice to the customer.

Tips for Accurate Invoice Creation

• Ensure all details are correct before saving.
• Use templates to maintain consistency.
• Double-check the billing address and contact information.

How to Add an Invoice in QuickBooks Online

Step-by-Step Guide

• Log in to your QuickBooks Online account.
• Click on the “+” icon and select “Invoice.”
• Fill in the customer details, date, and items/services provided.
• Save and send the invoice.

Customisation Options

• Customise the invoice template with your logo and brand colours.
• Add custom fields for additional information.

How to Edit an Invoice in QuickBooks Desktop

Step-by-Step Guide

• Open QuickBooks Desktop and go to the “Customers” menu.
• Select “Create Invoices” and locate the invoice you need to edit.
• Make the necessary changes to the invoice details.
• Save the updated invoice.

Common Edits and Adjustments

• Adjusting quantities or prices of items.
• Correcting customer information.
• Adding or removing items/services.

How to Edit an Invoice in QuickBooks Online

Step-by-Step Guide

• Log in to QuickBooks Online and go to the “Sales” menu.
• Select “Invoices” and find the invoice you need to edit.
• Make the necessary changes and save the updated invoice.

Best Practices for Editing

• Keep a record of changes for reference.
• Notify the customer of any significant changes.

How to Delete an Invoice in QuickBooks Desktop

Step-by-Step Guide

• Open QuickBooks Desktop and navigate to the “Customers” menu.
• Select “Create Invoices” and find the invoice you want to delete.
• Click on “Edit” and choose “Delete Invoice.”
• Confirm the deletion.

Important Considerations

• Ensure the invoice is not linked to any payments or deposits.
• Deleting an invoice cannot be undone, so double-check before proceeding.

How to Delete an Invoice in QuickBooks Online

Step-by-Step Guide

• Log in to QuickBooks Online and navigate to the “Sales” menu.
• Select “Invoices” and locate the invoice you want to delete.
• Click on “More” and choose “Delete.”
• Confirm the deletion.

Key Points to Remember

• Ensure the invoice is not linked to any transactions.
• Deletion is permanent and cannot be undone.

Common Issues and Solutions Invoice in QuickBooks

Invoice Not Saving:

1. Ensure all required fields are filled out correctly.
2. Check your internet connection.
3. Clear your browser’s cache if you are using QuickBooks Online.

Unable to Find an Invoice:

1. Use the search function to locate the invoice.
2. Check if you are searching within the correct date range.
3. Ensure you have the right customer selected.

Error Messages:

1. Read the error message carefully and follow any suggested steps.
2. Ensure your QuickBooks software is up to date.
3. Restart QuickBooks or your browser and try again.

Accidentally Deleted Invoice:

1. Unfortunately, deleted invoices cannot be recovered.
2. Consider using a system to back up data regularly to prevent data loss.

Conclusion

Managing invoices in QuickBooks, whether Desktop or Online, is essential for efficient business operations. By following the steps outlined in this guide, you can ensure accurate and professional invoicing, leading to better financial management and client relationships. For more detailed information and ongoing support, consider integrating QuickBooks with other business tools and utilising its comprehensive reporting features.

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FAQs!

How can I duplicate an invoice?

In QuickBooks Online, select the invoice and click “More” > “Copy.”

Can I edit the invoice number field in QuickBooks Online?

QuickBooks Online lets you edit the invoice number field easily. To begin, access the settings menu by selecting the gear icon at the top of the toolbar. This directs you to a menu where you can select your account.

In this menu, click the ‘Sales’ option, followed by the pencil-shaped icon. This brings up your associated sales forms and an option to edit custom transaction numbers associated with each type.

What happens if I delete an invoice by mistake?

Unfortunately, deleted invoices cannot be recovered. Always double-check before deletion.

Author!

Lily Hazel is an accounting software content writer for our leading accounting firm. He has over 5 years of experience in QuickBooks and Xero. He has also worked with Sage 50, Sage Intacct, FreshBooks, and many other software platforms. Lily’s passion for clarity, precision and innovation is evident in her writing. He is well-versed in simplifying complex technical concepts and turning them into easy-to-understand content for our readers.