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Tips for Creating Invoices in QuickBooks Online

Monday, July 08, 2024

At J&S Accounting, we understand that getting paid promptly is essential for maintaining a healthy cash flow in your business. That's why we've compiled these valuable tips to help you create more effective invoices in QuickBooks Online, ensuring your invoices get noticed and paid on time.

1. Be Thorough and Accurate

Think like a customer for a minute. Why do some invoices get your attention and others don't? Learn from the ones that do and incorporate those things into your sales forms. Make sure that your invoices are comprehensive. This means including all necessary details, such as:

  • Business name and contact information
  • Customer's name and correct contact details
  • An itemized list of goods or services provided
  • Terms of payment
  • Invoice number
  • Due date

Include everything that could make your customers hesitate or question your professionalism.

QuickBooks Invoice Example

2. Sweat the Details

Accurate and visually appealing invoices bolster your company's overall image. Ensure that:​

  • All text is spelled correctly
  • Graphics are sharp and clear
  • The invoice is easy to read
  • The use of color is balanced to make the invoice aesthetically pleasing without overdoing it

Paying attention to these details makes a strong impression on your customers.

3. Brand your Invoices with your company's logo

A professional logo speaks volumes about your business. If you don't have one or aren't happy with your current logo, consider having one designed by a freelancer. Platforms like Fiverr offer affordable options for custom logo designs. Including a logo on your invoices adds a touch of professionalism and helps reinforce your brand identity.

QuickBooks Invoice with J&S Logo

4. Customize Payment Terms

Standard payment terms may not suit every customer. QuickBooks Online allows you to customize terms to fit your client's needs better. For example, offering Net 30 or Net 15 terms could be beneficial, depending on your customers' payment habits. Be clear and concise about these terms to ensure mutual understanding.

5. Send Timely Reminders

QuickBooks Online makes sending reminders before and after the due date easy. Regular reminders can prompt customers to make payments on time. Set up automated reminders to ensure you take advantage of every follow-up opportunity.

QuickBooks Online Advanced Settings Screenshot for Reminders on Invoices

6. Provide Multiple Payment Options​

The easier you make it for customers to pay, the quicker you'll get paid. Offering various payment options such as credit cards, bank transfers, or online payment gateways (like PayPal) can speed up the process. QuickBooks Online integrates with many payment platforms, simplifying this for you.

Payment options in QuickBooks Online

Conclusion

Creating invoices in QuickBooks Online doesn't have to be a daunting task. By incorporating these tips, you can improve the chances of getting your invoices noticed and paid promptly. As QuickBooks ProAdvisors, J&S Accounting is here to support your business. If you have any questions or need further assistance, please get in touch with us.

Happy invoicing!

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About J&S Accounting

J&S Accounting offers full-service bookkeeping, payroll, and consulting services. Our team understands that well-organized financial records help your business run more efficiently. We are a woman and minority-owned accounting practice improving the financial management of small businesses and nonprofits in Savannah, GA and nationwide.

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We could not be happier with the services J&S Accounting provides our company. Janel and her team seamlessly migrated all of our companies financials to QuickBooks without any disruption to our day to day operations and they continue to support us with our bookkeeping and payroll needs. Janel has been an absolute pleasure to work with and I highly recommend them to anyone looking for help with business accounting and QuickBooks!

"Janel and her team seamlessly migrated all of our companies financials to QuickBooks..."

Janel has been a lifesaver! My husband and I have owned our small business since 2016 and I can honestly say I have never felt more confident in my books since I started working with J&S. We have multiple locations, channels of revenue and POS systems and Janel has patiently worked with me to get my books organized exactly how I need to see them, which was no easy feat! Businesses function on well built systems and our bookkeeping system needed a lot of help. Janel worked with me to rebuild, fine tune, and is assisting me in maintaining our bookkeeping system and I am forever grateful!

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Disclaimer

This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business from a professional accountant. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. J&S Accounting does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. J&S Accounting does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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Disclaimer

This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business from a professional accountant. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. J&S Accounting does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. J&S Accounting does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.