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Mail format for sending invoice to client for Government

hi guys today I am going to show you how to create an invoice in QuickBooks online and send it to your customer so right now we're in QuickBooks Online this is the home page there's a couple of different ways that we can navigate to send an invoice one of which is this plus new button and then you could click invoice the other option is to come down here to the sales Tab and then click invoices from here you can then create an invoice now if we had already sent invoices in this company you would see invoices listed here this is our demo company there's nothing really in it yet so we don't have any invoices that have been sent I prefer the plus new button I think it's easier here you're going to add a customer or you could select from an existing customer we haven't added any existing customers yet if we had we'd be able to search from here so I'm going to go ahead and add a customer there's a couple of different ways that you can add a customer here so you can either put an actual first and last name if it's an individual or you could put the company name maybe you have a contact at the company so let's say that I've I've sold to a different company but I have a specific person that I've sold to so let's say that I've sold to Lisa her last name is green and she works for unlimited company and this is just pulling up through your QuickBooks business Network we're gonna ignore that we don't need that if Lisa has an email you can go ahead and input her email here you could also input her phone number so we'll just say her phone number is 555-55-1234 you can have her mobile number her Fox you can also keep some other information such as her website so this automatically has the customer display name as Lisa green let's say that we want it to be unlimited company right because Lisa just happens to be able to contact but we're actually invoicing this unlimited company you can go down here put her street address so she lives on one two three blue Avenue and we're gonna say that she is in Columbus Ohio and let's just give her a four three zero one two I don't know what code is you can also go what country she's in let's say that you have a separate billing address from the shipping address you could uncheck this and put a specific shipping address maybe she works at the corporate office and you need to be able to ship something to a different location you can do that here you can also create notes in here for the specific customer let's just say that we want to make a note about Lisa is purchasing manager um and you know put a couple of other items in there you can also save payment information [Music] So Lisa generally pays us with a check and then you're gonna give the turns that are default for Lisa so we can always change these terms later but Lisa is a new customer generally we request do you want receipt for new customers and then she can apply for terms later um and then sales firm delivery options use company default you can also do print leader send later this is just the default that it selects when you're creating an invoice I think it's easiest to just use company default um if perhaps Lisa is tax exempt so sometimes you may have a product or a service that you're selling and you have to collect sales tax on that but you may have other companies that are exempt from being charged sales tax you can put exemption details here opening balance would be if they already owe you money and um you're just bringing their account over from like another software so let's say we were in another software we're not inputting we're not like um bringing in all the data from that other software we're just starting fresh with QuickBooks Online I could put that Lisa owes us money here so we'll go ahead and save unlimited company or Lisa in here so you'll notice that the billing address is unlimited company leases the contact you can put an email in here it's defaulted to do on receipt you can change this so we could say you know what this particular invoice we're going to let her pay in 30. it's going to generate an invoice number for you this invoice number is just based on the number of invoices that you have in QuickBooks online so it's going to assign this invoice number one zero zero one because this is the first invoice you can change this though if you have a specific invoice naming criteria you can change the invoice number here now we're going to add a product and a service so we don't have any products or Services entered in here yet I'm going to show that in a different video so for now I'm just going to say sales you can put a description in here which is going to show up on Lisa's invoice so we could give her a description of this particular line item so let's say that we are selling you know a specific product and then we're also selling an hourly service so this could be products number one five seven eight um maybe she ordered 10 of them and they are priced up on 75 a piece and then maybe we're gonna charge her hourly I say elation of products one five seven eight and we're gonna assume that it's gonna take three and a half hours to those 10 items at an hourly rate of 75 dollars so it's going to bring this out here you'll see she is going to be able to see what she is being charged for 10 units of this specific product number and then also what she's going to be charged for the installation of the products she'll be able to see that as line items you can add additional line items here you could also add sales tax um I don't have sales tax turned on in here I will show that in a different video just because sales talks can be extremely complex depending on if you're selling in multiple States and all of that um now you can also add a message to the invoice so I recommend using the descriptions here to explain specific line items and then if you want to have a message on the invoice this is going to apply essentially to the whole entire thing so we could say installation date scheduled for September 15th or something along those lines you can also put um a message on the statement so what's the difference between the invoice and the statement an invoice is going to be essentially this particular set of line items right so Lisa has invoice one zero zero one for this particular products number and then these number of hours a statement on the other hand is going to show a list of invoices okay and show them their total due for the month so if we're only going to be doing business with Lisa for this one particular invoice and she's not going to become a recurring customer probably never really going to send Lisa statements unless she doesn't pay this particular invoice you can also add attachments here so this is what the invoice looks like when it's done you can put an email in here if you put an email in here you can save and then send the invoice you can also just save the invoice you can save and close or you can save and share a link so I'm going to save and close this invoice now as you can see in the invoice section of sales so to get here you would go to sales and invoices oops right here so this is going to show us all of our invoices this shows us on August 1st we have invoice 1001 to unlimited company for this amount it's due in 30 days we can add at the invoice we can receive payments you can also go in and duplicate it you could send a reminder let's say that it is you know August 28th and we still haven't received any payment we could send a reminder to Lisa just so she remembers hey by the way this is due in two days um or if it happens to be overdue we could send a reminder we can share the invoice link we can print the invoice from here we can print a packing slip so let's say that we are going to ship her the product and then we'll have somebody show up at unlimited company that product we could print a packing slip to put in with that particular product that we're sending we can also void and delete the invoice so what's the difference between voiding and deleting so deleting is going to completely remove the invoice from the system we'll see no record of it voiding is still going to show us the invoice it will still live within QuickBooks they just won't OS that amount right so we'll still be able to see it um so that is how you send an invoice if we had put an email we could have emailed it right to Lisa the nice thing about emailing it is once you email it it's actually going to give you a history of that particular invoice so you would be able to see when they view that invoice which is really nice if somebody says hey I never received the invoice we can go and check to see if they did so that is how you create an invoice in QuickBooks Online