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Create an Invoice for QuickBooks Online Accounts
Create an Invoice for QuickBooks Online Accounts

How to create an invoice in Method for QuickBooks Online users.

Updated over a week ago

An Invoice can be created in Method using the Invoices App. This article will explain the different parts of the Invoices screen.

Note: There are minor differences in creating an invoice depending on whether or not you have QuickBooks Online or QuickBooks Desktop. If you are using QuickBooks Desktop, please see our article Create an Invoice for QuickBooks Desktop Accounts.

In addition, you can also convert a sales order to an invoice, and an estimate to an invoice

For the purpose of this article we will separate the Invoice into the following sections:

Note: Invoices are saved as soon as you create an invoice and select a customer for that invoice, even without hitting the save button.

Invoice Details

  1. Click ⊕ New on your Invoices App, or click ⊕ New Invoice from your Invoice List.

  2. This opens your New Invoice screen. Choose a customer or lead to associate with this invoice.

  3. The top will show the total, the customer, and on the right, the open and closed activities related to this invoice. Because this is a brand new invoice, there won't be any activities related to it yet.

  4. When you select a customer, the billing and shipping addresses for that customer will populate for the invoice.

  5. Except for Date and Account, the following fields are optional:

  • Invoice #: Created if the field is left blank, and is assigned sequentially (if the last invoice was #15, this will be #16).

  • Date* and Due: Today's date appears in the Date and Due fields (these can be changed manually).

  • Terms: Assign terms to this invoice.

  • Location: Visible if Location tracking is enabled.

  • Currency: Visible if Multicurrency is enabled. This cannot be changed.

  • Exchange Rate: Calculated exchange rate based on home currency.

  • Assigned To: Assign a Method user to this transaction.

  • Tags: Assign tags to this invoice.

  • Opportunity: The opportunity this invoice is linked to.

  • Wait for sync approval: Prevents the invoice from syncing to QuickBooks until a user unchecks this option and saves.

Invoice Line Items

Line items are added to the Invoices using the Line Items grid. Items available are taken from the Items App which is synced with your QuickBooks account. By clicking on a row, each column (other than the Amount) can be edited to fill in details for each line item. 

To add QuickBooks items to this invoice, add them directly in the grid. To add more lines, select the Add Lines button.

If you are viewing on mobile, adding new items is done via a separate screen.

Note: Line items are not saved until you save the whole invoice. If you updated the line items and log out of your session, they will not be saved in the invoice.

Invoices Total

Below the item lines grid, you will find the total as well as a few more fields to fill in:

  • Memo (Internal) - A note for yourself and other Method:CRM Users with access to this transaction. The memo is not visible to the customer.

  • Customer Message - a message to appear on your invoice for the customer to see (e.g. "looking forward to your business").

  • Attachments - You can add a file to this invoice. Attachments do not sync to QuickBooks.

  • Taxes - applicable tax rate. This was likely set up within QuickBooks.

  • Discount (%) - Any percentage discount you want to add to the invoice.

  • Shipping - Any shipping costs you want to add to the invoice.

When you have finished your invoice, click Save. This will update Balance Due

Invoice Buttons

  • More Actions [ ∨ ]:

    • Clear & New: Clear the current invoice so it is empty and you can create a new one.

    • Delete: Delete the invoice. This cannot be undone!

    • Make a Copy: Create a brand new invoice with the same information and items.

  • Receive Payment: This will take you to the Payments App with the current invoice selected to be paid. From there, you can process the payment for the invoice. You will need to have access to the Payments App in order to see this button.

  • Create Purchase Order: Generate a Purchase Order from this estimate. Only available if user has access to the Purchase Order app. For more information, see Convert Sales Transactions to Purchase Orders.

  • Print: Creates a pdf file of the invoice which you can print. Pop-ups must be enabled for Method, else the document will be blocked and nothing will happen when you click this button. The pdf is created using a template chosen within the app preferences. The PDF link created will expire within 5 to 10 minutes. You should not reference the link in any permanent document.

  • Send [ ∨ ]:

    • Email: Email the customer a link to their portal where they will be able to view their transactions online. You will get a preview of the email before sending it out.

    • SMS: Send an SMS to customer with a link to their portal where they will be able to view their transactions online. You will get a preview of the SMS before sending it out. Only shows if SMS is enabled in your account.

  • Save [ ∨ ]: This button is clickable and will save the transaction.

    • Save & New: Save the invoice and clear the form to enter in a new invoice.

    • Save & Back: Save the invoice and go to the previous screen.

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