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Quickbooks Invoicing: A Complete Step-By-Step Guide

In this guide, we will go via various steps by which you can successfully manage the QuickBooks Invoicing.

The use of Quickbooks invoicing is prominent. It is the best software by which you can easily manage your accounting needs. Creating invoices for the clients is efficient by using it. But there are some cases in which offering a single invoice at the project end is not considered to be the practice. It is not ideal to compensate for your work.

And for such scenarios, Quickbooks Invoicing is the ultimate solution. Here, we will understand the steps you need to follow in order to turn on and easily manage the Online Invoicing QuickBooks.

What Is Quickbooks Invoicing?

In a normal situation, people hire a business in order to complete a particular job or project. After completing their work, they will send an invoice to the employer. And after checking it, the employer will pay for the service. But we need to remember that not every business can work by following such a typical approach. What does that mean?

Long-term, large-scale projects require a continuous cash flow in order to operate. You cannot wait for the project to end to give out the payment. If you do that, an issue of lack of cash flow can occur. And here is where the progress of QuickBooks Invoicing shines the most.

Progress QuickBooks Invoicing or progress billing is a way by which you can offer clients the increment invoicing when the work is completed. Hence, you can gain partial payments during your progression in the job. And, you don’t have to wait for the project to end to receive full payment at once. 

To start the process of sending progress invoices to your client, you first need to agree and create an estimate for the invoice. The QuickBooks Invoicing is performed against the estimate you decide on with the client.

You may charge either a specific portion or a percentage amount of the estimate. You must do this in every invoice you send.

5 Benefits Of The Online Invoicing Feature Within Quickbooks Online

With QuickBooks Invoicing, you can create invoices and send them via the internet. A perfect solution to cut costs on printers and papers. If you have an active business, then with this process, you can save time, reduce errors, and make more profit.

The benefits of QuickBooks Invoicing are as follows:

  • Convenient Options For Design

With a growing business, the requirement for invoice formats increases. When you have online invoices services, making new layouts becomes convenient, quick, and cost-effective. You just need to make the changes once, and you can easily apply them to all your future invoices.

  • Accounting Integration

Being a small business, you must keep an eye on your sales and expenses. Hence, if you use paper invoices to handle the data, you must keep their copies and enter the information on your accounting software yourself.

QuickBooks Invoicing is capable of eliminating these trivial tasks. With this, you can manage your invoices from your mobile app. No need to be scared of losing your invoice anymore, and easily update them with real-time data.

  • Quick Delivery

Make your invoice delivery in seconds with QuickBooks Invoicing. As this is a digital system, you don’t have to worry about delayed postal services or problems like being lost in the mail.

  • Convenient Tracking

Have a doubt whether the client saw your invoice? You can cancel that worry with online invoicing. Quickbook can easily track the invoice from the time it got delivered to the client.

What does this signify? You can easily get updates when your clients see your invoice and make the payment. You even have the option for notification and reminder.

  • Faster Payments

With QuickBooks Invoicing, you can create a hyperlink redirecting towards your payment system. The customer just needs to tap on this link to make a payment. A convenient feature for active businesses or professionals.

Steps To Turn On Online Invoicing Quickbooks

In order to start the process of sending invoices in QuickBooks Desktop & Online, you have to turn on the feature first. The progress of QuickBooks Invoicing is supported by various plans of QuickBooks Online. These plans include Essentials, Start, Plus, and Advanced plans. Our guide will mainly focus on the Plus, Simple Start, and Advanced plans to keep things simple. However, don’t forget the progress invoicing works on all of these plans.

Steps To Turn On Invoicing In Quickbooks Online are as follows:

1:Firstly, go to the Settings menu by tapping the Gear icon.

2: Then tap “Account And Settings” and choose the “Sales” tab on the left-hand panel.


3: After that, click the Progress Invoicing option under the Products & Services tab.

4: Tap on the check box available right next to the “Create multiple invoices from a single estimate” option.

5:Finally, click on the “Save” icon.

And with that, you are ready to send the progress invoices for the estimates.

Quickbooks Invoicing: Step-By-Step Instructions

Before starting the QuickBooks progress invoicing, creating an estimate is essential. After talking and agreeing on an estimate with the client, you can create an estimate in Quickbooks. For starting the QuickBooks Invoicing, you are ready now.

Step 1: Head Towards The Estimate

Upon setting up an estimate after talking with the client, your first step must be to decide the estimate on which you can create a progress invoice.

In order to find the estimate, Tap the “Sales” option and continue by clicking on “All Sales.” This way, you can easily find your estimate on the given list.

A quick note on estimates: You can enable the option of the “Bundle” item on the estimate if you want to hide the exact stages of the work. Bundle items are referred to as group items in your QuickBooks Desktop software. They are an excellent choice for hiding details on the sales document.


This sample estimate has a total amount of $3,600. To show you QuickBooks progress invoicing, we are creating an invoice consisting of 50% of your estimate.

Step 2: Make An Invoice

In two ways, you can make an invoice for the estimate. If you don’t prefer to open the estimate, you can choose “Create Invoice” available in the “Actions” column upon finding the estimate in the question of the current list.

In case you have the estimate open, you will see a “Create Invoice” option at the top right corner of your estimate. You need to tap on this button.


Step 3: Choose The Amount To Invoice

After tapping the “Create Invoice” option, you will receive a popup window “How much do you want to invoice” containing three bullet options.

This pop-up will allow you to choose an invoice for either the entire estimated lines, each line percentage, or a custom price for each line.

Percentage Invoice

In this QuickBooks Invoicing example, we will create the invoice for the 50 percentages of every estimate line. You just have to write down the percentage of the invoice, and you will receive the total amount in the box present on the right side.

Notice the “Due” column in the invoice, Quantity, and rate.


Custom Amount Invoice

You can always use the custom amount invoice option in case you don’t prefer the percentage invoice option. In case you select the customer amount for every line, you will receive the option to file the “Due” amount field:


Step 4: Customize Your Invoice

Want to notify your client about the job progress with every progress invoice? You will find some features you need to switch on in the “ Customize Invoice” window.

Firstly, head towards the “Customized Invoice” window. At the primary tab named “Design.” search for “Page margins.” After that, you need to uncheck the box “Fit printed form with paystub in a window envelope.”

After that, head towards the “Content” tab available in the “Customize Invoice” window. Then, tap on the “Footer” option. With that, check the box right next to the “Estimate summary” tab.


Tap on the invoice layout target section. After that, check on the box beside “how progress on line items (email only).”

After that, choose the “Save and New” option or the “Save and Close” option.

In case you want to know your total progress, you can see it in the lower right of the estimate and invoice.


Suppose the percentage of the invoice is directly related to the percentage of the project you have done. In that case, you may use the “% Invoiced” column, which will indicate the progress of your job and the remaining part.

Step 5: Keep Repeating Till The Estimate Is Closed

You may keep repeating the QuickBooks Invoicing until you invoice for the estimate and complete the job. Suppose you try to invoice for more than the total estimate. In that case, you can only add the left balance to the progress invoice.

Suppose you find that the current estimated cost is not sufficient to progress the job. In that case, you have to talk to the client in order to update the estimated cost. You must do that so you can invoice for more money. After you are done with invoicing the entire estimate, your status for the estimate will turn to “Closed.”

QuickBooks Invoicing: Conclusion

QuickBooks Invoicing is an amazing tool to manage funds for your business so that you can complete the work effectively for which you are hired. A must-have tool for large-scale projects that take a longer time to get done. To manage their resources, progress invoicing is the key.

Are you finding difficulties managing invoicing in QuickBooks Online? Is your tool not working as it is supposed to do? To solve such issues, getting professional services is essential. MWJ Consultancy offers the best services for fixing any kind of error you are facing in your software.

Visit our software tutorial page for QuickBooks and enter your details and the issue you are facing. Our professionals will reach you and solve your software error with expert services.

Frequently Asked Questions

With progress invoicing, you can split an estimate into multiple invoices per your preference. You can avoid taking the full payment at the start of a project. Instead, you can invoice the employer with partial payments. As you complete the job, add the initial estimate in order to progress the invoices. Helps you with managing project payments from starting to the end of the project.

QuickBooks Invoicing is accounting software that helps in managing invoices and sending them. It also comes with various convenient features that make active businesses’ life easier. Its working involved sending invoices, creating invoices, storing invoices, notifying, etc.

Using QuickBooks invoicing is easy and convenient. Here are simple steps to use it effectively:

  1. From the customer menu or the QuickBooks Home screen, you need to tap on the “Create Invoices” option.
  2. From the customer, head downwards and choose a customer or customer job. A window will appear showing the available estimates.
  3. Decide on the estimate you want to add to the invoice.
  4. When you receive the invoice, edit it per the requirements.
  5. Tap on Save & Close.

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