Invoicing is a crucial part of running any business, and while it might seem daunting at times, it doesn't have to be a struggle. We've gathered the most recent top 5 trending questions from the QuickBooks Community on this topic and today we’ll be going over those answers with you. Whether you're looking to automate tasks, simplify processes, or just ensure accuracy, we've got you covered.      

Let's explore these helpful solutions together! 

1. How do I set the default "invoice date" to the last day of the month?

I’m so glad you asked that! 

QuickBooks Online has no built-in feature to automatically set the invoice date to the last day of the month for all invoices. However, we can implement a few strategies to streamline the process and ensure you manage your invoicing process more effectively. Let me guide you through the process.  

If you have clients you bill regularly at the end of the month, we can set them up as recurring invoices. During setup, specify the last day of the month as the invoice date.

Here's how:

1. Go to the Gear icon.
2. Select Recurring Transactions.
3. Select New.
4. Choose Invoice.
5. Then set the frequency to Monthly and the Next Date to the last day of the current month.
   
   

    

You can use Autopay in QuickBooks Online to streamline your invoicing and payment processes, enhancing cash flow management, reducing administrative tasks, and improving customer satisfaction by ensuring timely payments without manual intervention.

Also, when you receive a payment from a customer, you can record it in QuickBooks. This action will update your invoices to reflect that they are paid, keeping your financial records current and accurate.

Additionally, you can elevate your financial management to new dimensions with the guidance of our QuickBooks Live Expert Assisted team. Our experts excel at refining your financial processes and imparting personalized advice that aligns with your business objectives. A click is all it takes to embark on a journey toward financial excellence.

Recurring invoices save time by automating the billing process for clients you bill regularly. This reduces the effort required to create new invoices from scratch for each billing period. If you have any questions or need further assistance with managing your invoices, feel free to reach out. I am available to assist you.

2. How do you get a billable expense to carry over to an invoice at the sales price in QuickBooks Onlin... 

I appreciate you bringing that up! 

Setting a markup percentage on billable expenses will ensure the sales price is automatically reflected when added to the invoice in QuickBooks Online.

When you add a billable expense to QuickBooks Online, please be aware that initially, only the actual cost of the expense will be displayed. To reflect the sales price, you'll need to configure a markup percentage in the settings, which will automatically adjust the listed cost to your desired sales price on the invoices.

Let me walk you through the steps on how to enable the markup feature in QBO:

1. Go to the Gear Icon.
2. Select Account and Settings.
3. Navigate to the Expenses tab.
4. In the Bills and Expenses section, click the pencil icon and checkmark the Markup a default rate of % box.
5. Click Save, then Done.

By enabling this feature, QuickBooks Online will automatically calculate and add the markup to the billable expense, reflecting the correct sales price on your invoices.

I'm sharing this article to learn more about the billable expenses feature: Enter billable expenses in QuickBooks Online.

Additionally, I recommend exploring this helpful resource on managing your expenses: Enter and manage expenses in QuickBooks Online. It could provide you with valuable insights and further streamline your expense-handling process.

3. How can I go about deleting text from the bottom of my invoices?

Let’s see how to do this!

The details you input while generating invoices are crucial as they reflect in the final document. I am here to help you make changes to your invoices.

Here's how:

1. Go to the Gear icon.
2. Under the Your Company column, choose Custom Form Styles.
3. Select the invoice you wish to edit.
4. Click Edit under the Action column.
5. From the Content tab, click the Pencil icon at the bottom of your invoice.
6. Make necessary changes in this context:

7. Once done, select Preview PDF to review the invoice.
8. Hit Done.

Moreover, you can visit this article for more detailed information: Customize invoices, estimates, and sales receipts in QuickBooks Online.  

Once the customer pays the invoice, you can then record that payment in QuickBooks Online.

4. How do I charge employee time against an estimate in an invoice?

I’m glad you asked.

With a QuickBooks Online Plus subscription, you can track billable time by job by setting up jobs as sub-customers. This enables you to invoice billable time and keep billable expenses organized.

Initially, you'll need to add the job as a sub-customer of your customer you're doing the work for.

Here's how:

1. In your left navigation bar, go to Sales, then Customers.
2. Click New customer.
3. Enter all the relevant details for your sub-customer.
4. Turn on the Is sub-customer option.
5. From your Enter parent customer ▼ drop-down list, choose a parent customer.
6. Pick Bill with parent.
7. Select Save.

Next, you can turn on and record billable time. Once you've entered billable timesheets, you'll see them available to add to new invoices.

5. How do I issue a partial refund for an invoice via Quickbooks Payments?

Great question!

You can create a partial refund within the QuickBooks Payments platform, so you won't need to enter your customer's credit card information. Here's how:

1. Log into QuickBooks Payments account.
2. From the Activity & Reports drop-down, select Transactions.
3. Enter the appropriate date range, then Search.
4. Select the Transaction ID or the transaction you want to reverse.
5. Select Reverse (Void/Credit).
6. Enter the amount you want to refund, then click Submit.
7. A receipt of the transaction will appear on screen. Select E-mail or Print to get a copy of the receipt.

You can also check out this article for your additional reference: Understand fees for refunds or void transactions.

That’s all we have for this month! I hope that these answers will empower you to take control of your invoicing, streamline your workflow, and get paid faster. See you next time and happy Invoicing!