Creating Invoices

Creating invoices is a key part of managing your business’s transactions with clients. Quicken allows you to generate invoices by entering client details, specifying the services or products provided, and calculating totals. This process ensures accurate invoicing, making it easy to track payments and maintain financial records.

Quick overview

Here are the essential steps to create a new invoice:

1. Go to the Invoices view from the top navigation bar.

2. Click New Invoice.

3. Choose an existing client or create a new one.

4. Add services, products, or expenses as line items.

5. Apply tax rates as needed and review totals.

6. Save or send the invoice.

Use the detailed instructions below for more comprehensive guidance.

Creating a new invoice

To begin a new invoice:

1. In the top bar, click Invoices.

2. Click New Invoice.

3. In the Invoice Number field, enter a unique value. You can include letters, numbers, and symbols (e.g., INV-2025-01). If your format ends in a number, Quicken will increment it for the next invoice.

4. Use the Status chip at the top of the window to monitor the invoice's current state (Draft, Open, Overdue, Paid, or Voided).

5. Select a client from the dropdown or create a new one.

Adding line items

1. In the line item area, click to add a new product, service, or billable expense.

2. Type the name or description.

3. Enter the amount and optional quantity.

4. Assign a category. If you type a category that doesn’t exist, Quicken will prompt you to create it. You must either confirm or cancel this action before continuing.

5. Repeat to add multiple line items.

Using tax, discounts, and totals

• Apply a tax rate if needed using the Tax column.

• Use the Discount field at the bottom to apply a percentage or dollar value discount.

• Quicken automatically calculates Subtotal, Tax, Discount, and Total.

Tracking invoice activity

When you open an invoice, click the drawer icon on the right side to view the Activity Timeline. This log displays the invoice's creation, changes in status, and payments received. For any payment entry, click View to open the payment transaction in the register.

Saving, sending, and managing invoices

• Click Save to store the invoice as a draft or finalized document.

• Click Send to email the invoice to your client.

• Right-click an invoice in the list to access additional options:

  • Void Invoice sets the total to $0 and marks the status as Voided. The original amount appears as Voided Total, and the invoice is excluded from reports. To undo a void, use Edit > Undo immediately.

  • Create Credit from Invoice lets you issue a refund or store credit for a fully paid invoice.

Linking billable expenses

If a billable expense is added to an invoice, Quicken links the two. When you try to delete the original transaction, you'll be warned that it's linked. Click View Invoice in the warning to jump directly to the related invoice.