Invoicing

Invoices · Quotes · Money In & Out
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Invoices

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New invoice

Customer
Invoice details
Line items
DescriptionQtyPriceTaxableAmount
Subtotal$0.00
Tax$0.00
Total$0.00
Payments
Balance due$0.00

New customer

Money in

Mark money as deposited

Check what went to the bank together, choose the deposit date, then mark it deposited.

$0.00

Past Due

Customers with at least one invoice past its due date, grouped by how many days late.

Year-End Export

Tax spreadsheet (Excel)

  • Summary: money received, less sales tax collected, expenses by category with suggested Schedule C lines, and net
  • Every money in and money out entry for the year
  • Invoices, and what customers still owed on Dec 31
  • Totals are live formulas, so a change updates everything

QuickBooks file (CSV)

  • QuickBooks Online’s bank-upload format: Date, Description, Amount
  • Money in is positive, money out is negative
  • Each description has who, what for, invoice #, method and reference
  • Upload it under Banking > Upload transactions

Suggested Schedule C lines fit sole proprietors and single-member LLCs; owner draws are left out of expenses. This is a starting point, not tax advice; review it with your tax preparer. If QuickBooks already reads your bank feed, uploading the CSV can create duplicates.

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    Audit Trail

    Invoicing

    Invoices · Quotes · Money In & Out

    Setup

    Users

    Administrators can open Setup, see the Audit Trail and delete or void records. Everyone else can do the day-to-day work. Passwords need 8+ characters with a capital letter, a number and a symbol, and expire every 180 days.

    Add a user

    Business name, logo and contact
    No logo yet

    The logo, name, address and contact print at the top of every invoice, quote and statement, and show on the sign-in screen. A PNG with a clear background looks best.

    Invoices and quotes
    Statements
    Dropdown lists

    One entry per line.

    Backup

    The server keeps one copy a day for 60 days. For a copy of your own, download everything as one file now and then and keep it somewhere safe.