Looking for a more in-depth guide on all things Invoices? Well, you’re in the right place! Now that we’ve looked at the basics of creating Invoices, sending invoice reminders, and recording received payments in this article, let’s now take a look at some other ways to make invoices work for you.
Today we will be covering the following topics:
- Adding a customer’s shipping address
- Setting up schedule pay
- Manually adding service fees
Shipping Adresses
Let’s start by going over how to add a customer’s shipping address to their profile and then their invoice. This will be useful to know if your customer has multiple addresses for billing and shipping purposes. Here’s how:
1. Sign in to your QuickBooks Online account.
2. Go to Get paid & pay or Sales, then select Customers (Take me there).
3. Select the name of the customer you want to edit.
4. Select Edit.
5.Under Shipping address uncheck the Same as billing address checkbox.
6. Enter the Shipping address.
7. Select Save.
Now that you’ve updated the shipping address on your customer’s profile, let’s go over how to make sure the shipping address shows up on invoices.
First step you’ll want to take is check whether you have the old or the new invoice and estimates experience. If you’re not sure, you can find out here.
If you have the old experience, you’ll want to follow these 2 steps:
Step 1: Turn on the shipping setting
1. Select Settings ⚙, then select Account and settings.
2. Select the Sales tab.
3. In the Sales form content section, select edit ✎.
4. Turn on the Shipping switch.
5. Select Save, then Done.
Step 2: Create an invoice with the shipping address
Note: QuickBooks automatically adds your customer’s shipping address to invoices. You’ll be able to edit the
shipping address on that invoice if needed.
1. Select + New.
2. Select Invoice.
3. From the Customer ▼ dropdown, select a customer.
4. In the Shipping to field, edit the address.
5. Create the rest of the invoice as you normally would.
6. Select Save.
If you have the new experience, then you’ll follow these steps:
1. Select +New. Then select Invoice.
2. Select Add customer and choose a customer from the ▼ dropdown.
3. Create the rest of the invoice as you normally would.
4. To add the customer’s shipping address to the invoice, select ⚙ Manage.
5. Select Invoice Settings.
6. Select the Invoice details ▼ dropdown.
7. Turn on the Ship to switch. A preview of the ship to address displays on the invoice.
8. When you’re done with your invoice, select Save.
You did it!
The full article can be found here.
Schedule Pay
Schedule pay is a neat feature that you can use to help your customers pay on time. They can choose the date they want to make the payment (up until the due date) at the moment they view their invoice.
Let’s take a look at how to go about setting this up.
Step 1: Set up Schedule Pay for your invoice
Good news is that nothing needs to be done in order to start Schedule Pay. You just want to make sure that you have your invoices set up correctly to accept payments online, and you’re set! If you want to double check on this, feel free to check out this article here.
Once you send a new invoice and your customer receives it via email, they will see an option for Schedule Pay after they select the Review and Pay button.
That’s all there is to it!
Step 2: Let your customers know about Schedule Pay
Before getting started, there are some important things to note:
- Your customer needs to have an Intuit account set up in order to use Schedule Pay
- Schedule Pay can only be used for the full amount
Now your customer can get started on setting this up.
1. To schedule a payment, your customer opens the invoice and selects Set a date.
2. Next, your customer will need to sign in using Intuit user ID (also used for TurboTax and Mint).
3. Your customer makes sure the scheduled payment displays the correct date.
4. Once everything looks good, your customer selects Schedule payment. They’ll also receive a confirmation email that Schedule Pay is set up.
Step 3: Check the Schedule Pay status of your customer’s invoice
You can go here to check:
1. Go to Sales, then select Invoices.
2. Find the invoice you wish to check for payment status.
3. Select the status field of that invoice line to bring up the activity tracker panel.
Make sure to check for the Payment Schedule status under the activity section in your invoice and you’ll be good to go.
For more info, check out the full article here!
Adding Service Fees
You can add service fees manually to a product/service that a customer is buying to their invoices to ensure they are being charged accordingly. Before including these on their invoice, it’s always a good idea to inform the customer about any service items added. You can do so by including a default email message alongside the invoice.
Let’s take a look.
Step 1: Create a service fee item
Create the fee as a service item so you can add a fee with a detailed description to invoices.
1. Go to Settings ⚙ and select Products and services.
2. Select New, then select Service.
3. In the Name field, enter a name for the service .
4. (Optional) From the Category ▼ dropdown, select the category that best describes the fee. Find out more about item categories.
5. (Optional) Fill out the rest of the fields.
6. Select Save and close.
Step 2: Add a service fee to invoices
If you’ve already sent them their invoice, create an invoice with the service fee. If you haven’t sent the invoice, make sure to add it before sending it.
1. Go to Get paid & pay or Sales, then select Invoices.
2. Select the invoice you want to add a service fee to.
3. Select Edit invoice.
4. From the Product or service ▼ dropdown, select the service fee you created.
5. (Optional) In the Amount field, enter the amount of the service fee.
6. (Optional) In the Note to customer section, add a note about the fee.
7. Select Review and send.
That’s it!
For more resources on Invoices, check out these articles:
You can also watch this Quick Help with QuickBooks video on the topic of Invoices, for an interactive guide on creating invoices, customization, and receiving a full or partial payments.
I hope you found this advanced guide on invoicing helpful. Like always, please let us know in the community if you have any questions. Until next time!
