As a small business owner, you know how important it is to maintain a steady cash flow. One of
the most critical elements in ensuring that cash continues to flow into your business is timely
and accurate invoicing. QuickBooks, the widely-used accounting software, makes it easier for
businesses to manage their finances, including creating and sending invoices. However,
mastering all the features QuickBooks offers can be a bit overwhelming, especially when you’re
busy growing your business. That’s where Verbeek Consulting comes in.
At Verbeek Consulting, we specialise in helping small businesses like yours maximise the
benefits of QuickBooks invoicing. From setting up the software to creating efficient invoicing processes,
we’re here to ensure that your business runs smoothly so you can focus on what you do best —
growing your business.
In this blog post, we’ll walk you through the steps of creating and sending invoices in
QuickBooks, and we’ll also highlight how Verbeek Consulting can assist you in making the most
of this powerful tool.
Why Invoicing Is Crucial for Your Business
Before diving into the step-by-step process of creating invoices in QuickBooks, it’s essential to understand why invoicing is so vital for your business. Invoices are not just a request for payment; they are a formal record of the goods or services you’ve provided to your clients. Proper invoicing ensures:
- Timely Payments: Clear and professional invoices encourage prompt payment from your clients.
- Accurate Record-Keeping: Invoices serve as a crucial part of your financial records, helping you keep track of your sales and manage your cash flow effectively.
- Professionalism: A well-designed invoice reflects the professionalism of your business, instilling confidence in your clients.
By using QuickBooks to manage your invoicing, you can streamline these processes, reduce errors, and save valuable time. Now, let’s look at how you can create and send invoices in QuickBooks.
Setting Up QuickBooks for Invoicing
Before you start creating invoices, it’s essential to ensure that your QuickBooks account is set up correctly. Here’s how Verbeek Consulting can help you get started:
Customising Your Invoice Template
QuickBooks invoicing allows you to customise your invoice templates to reflect your brand. You can add your business logo, choose the layout, and select the fields that are not only the most relevant to your business but important to ensure timeous payment. Verbeek Consulting can assist you in creating a professional invoice template that aligns with your brand identity.
Setting Up Payment Terms
Clear payment terms are essential to ensure that your clients understand when payment is due. QuickBooks allows you to set default payment terms, such as Net 30 or Net 15. At Verbeek Consulting, we can help you establish payment terms that work best for your business and your clients.
Adding Products and Services
If you sell products or services, you’ll need to add them to your QuickBooks account so that they can be easily included in your invoices. Verbeek Consulting can guide you through the process of setting up your product and service list, ensuring that your invoices are accurate and comprehensive.
Adding your Customer
Adding your customer information can be done either before creating the invoice or during the invoicing process. It is very important to ensure that customer information is accurate as any incorrect or omitted information may delay or stop settlement of the invoice.
Ensure that the contact and address details are accurate, especially the email address if your invoice is normally emailed to the customer accounts department.
If the customer is VAT registered always include the registration number to enable them to claim their input VAT.
Step-by-Step Guide to Creating an Invoice in QuickBooks
Now that your QuickBooks account is set up, you’re ready to create your first invoice. Follow these steps to create an invoice in QuickBooks Desktop:
Open the Invoice Form
Navigate to the “Customers” menu and select “Create Invoices.” This will open the invoice form where you can start entering the details of your sale.
Select the Customer
Choose the customer you’re invoicing from the drop-down list. If the customer isn’t already in your QuickBooks database, you can add them directly from this form.
Enter the Invoice Date and Invoice Number
QuickBooks will automatically generate an invoice number, but you can customise this if needed. Enter the invoice date, which is typically the date the goods or services were provided.
Choose the Payment Terms
Select the payment terms that apply to this invoice. The payment due date will automatically adjust based on the terms you select.
Add Products or Services
In the “Item” column, choose the products or services you’re invoicing for. QuickBooks will automatically fill in the description, quantity, rate, and amount based on the information you’ve entered in your product and service list.
Apply Discounts or Shipping Fees
If applicable, you can add discounts or shipping fees to the invoice. QuickBooks makes it easy to apply these charges directly to the invoice.
Review and Customise the Invoice
Before sending the invoice, review all the details to ensure accuracy. You can also customise the invoice by adding a personal message or special instructions for the client.
Save and Send the Invoice
Once you’re satisfied with the invoice, you can save it and send it to your client directly from QuickBooks. You have the option to send the invoice via email or print it out for mailing.
Sending Invoices and Getting Paid
After creating your invoice, the next step is to send it to your client and ensure that you get paid on time. QuickBooks offers several options for sending invoices and receiving payments:
Emailing Invoices
QuickBooks allows you to send invoices directly to your client’s email address. You can customise the email message and attach a PDF copy of the invoice for your client’s records. Verbeek Consulting can help you set up your email templates and ensure that your invoices are delivered promptly.
Accepting Online Payments
QuickBooks invoicing integrates with several payment processing services, allowing your clients to pay their invoices online. By enabling online payments, you can reduce the time it takes to receive payment and improve your cash flow. Verbeek Consulting can assist you in setting up online payment options, making it easier for your clients to pay you.
Tracking Invoice Status
Once an invoice is sent, QuickBooks allows you to track its status. You can see whether the invoice has been viewed, if payment is pending, or if it’s overdue. This feature helps you stay on top of your accounts receivable and follow up with clients as needed.
Recording Payments
When a client pays their invoice, QuickBooks makes it easy to record the payment and apply it to the correct invoice. This ensures that your financial records are up-to-date and accurate. Verbeek Consulting can guide you through the process of recording payments, so you always know where your business stands financially.
Read more about the pros and cons of QuickBooks for small businesses if you are still not convinced that QuickBooks is for you.
Common Invoicing Challenges and How Verbeek Consulting Can Help
Even with the best tools, invoicing can sometimes present challenges. Here are a few common issues small business owners face when creating and sending invoices, and how Verbeek Consulting can help:
Inconsistent Invoicing
Sending invoices sporadically or not at all can disrupt your cash flow and strain your relationship with clients. Verbeek Consulting can help you establish a consistent invoicing schedule, ensuring that your clients are billed on time, every time.
Unclear Payment Terms
If your invoices don’t clearly state when payment is due, you may experience delays in receiving payment. We can assist you in setting up clear and concise payment terms that encourage timely payments from your clients. We can also help set up automations to reduce these errors for you.
Difficulty Managing Accounts Receivable
Keeping track of who owes you money and when it’s due can be challenging, especially as your business grows. Verbeek Consulting can help you set up efficient systems for managing your accounts receivable, so you never miss a payment.
Errors in Invoices
Mistakes in your invoices, such as incorrect amounts or missing information, can lead to delays in payment and frustrated clients. We can review your invoicing processes and provide guidance on how to minimise errors, ensuring that your invoices are accurate and professional.
Why Choose Verbeek Consulting for Your QuickBooks Needs?
As a small business owner, your time is valuable. You need to focus on growing your business, not getting bogged down in the details of invoicing and bookkeeping. That’s where Verbeek Consulting comes in. Here’s why you should choose us as your QuickBooks partner:
Expertise in QuickBooks
With over 20 years of experience in helping small businesses navigate QuickBooks, we know the software inside and out. Whether you’re new to QuickBooks invoicing or looking to optimise your existing setup, we have the knowledge and skills to help you succeed.
Tailored Solutions
Every business is unique, and so are its bookkeeping needs. We take the time to understand your business and provide customised solutions that fit your specific requirements.
Ongoing Support
QuickBooks is a powerful tool, but it can be complex. We offer ongoing support to ensure that you’re getting the most out of the software. Whether you need help with invoicing, payroll, or financial reporting, we’re here to assist you every step of the way.
Focus on Growth
By taking the burden of bookkeeping off your shoulders, we allow you to focus on what really matters—growing your business. Our goal is to help you achieve your business objectives by providing reliable and efficient bookkeeping services.
Get Started with Verbeek Consulting Today
Creating and sending invoices in QuickBooks is just one aspect of managing your business’s finances. To truly take control of your bookkeeping and ensure your business’s financial health, you need a partner who understands the ins and outs of QuickBooks and can provide the support you need.
At Verbeek Consulting, we’re committed to helping small businesses succeed. Whether you’re just getting started with QuickBooks or looking to optimise your current setup, we’re here to help. Contact us today to learn more about our services and how we can assist you in making the most of QuickBooks.
Final Thoughts
Invoicing is a critical component of your business’s financial operations, and QuickBooks makes it easier than ever to manage this process. However, to fully leverage the capabilities of QuickBooks and ensure that your invoicing process is as efficient and effective as possible, it’s essential to have expert guidance.
Verbeek Consulting offers the expertise and support you need to create professional invoices, manage your accounts receivable, and maintain a healthy cash flow.
Don’t let invoicing challenges hold your business back. Reach out to Verbeek Consulting today and discover how we can help you streamline your bookkeeping processes and set your business up for success.