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Table of Contents 3.
Creating Invoices with Quickbooks
5.
How to Record a Payment to an Invoice in Quickbooks
Choosing which accounting
software to use can be a daunting task. There are so many choices
and so many features to choose
6.
How to Edit an Invoice in Quickbooks
from. The most important thing
7.
How to Delete an Invoice in Quickbooks
software would be a great fit
9.
How to Print an Invoice in Quickbooks
we need to consider is how the for your business.
11. How to Edit an Invoice in Quickbooks
When we browse through our
13. How to Add an Online Payment Service
and Xero, we don’t want to just see
Link to an Invoice in Quickbooks
15. How to Make an Invoice Tax Exclusive or Tax Inclusive in Quickbooks
software choices, like Quickbooks
a list of features, we want to be able to take a peek at how it is actually
done - without having to go through the trouble of doing it ourselves.
17. How to Create an Invoice in Xero
That is exactly what we have for
19. How to Record a Payment to an Invoice
some processes are done with both
in Xero
you. We will be showing you how
Quickbooks and Xero to help you
21 How to Edit an Invoice in Xero 23 How to Void an Invoice in Xero 25 How to Print an Invoice in Xero
decide which one best suits your business’ needs.
Let’s start with invoicing.
Invoicing is how we let our clients
27 How to Email an Invoice in Xero
know when, how much, and how
29 How to Add an Online Payment Service
Creating and sending those
Link to an Invoice in Xero
31 How to Make an Invoice Tax Exclusive or Tax Inclusive in Xero
they could send us their payments. invoices is one of the most basic
features of an accounting software. Here is how it is done.
33 How to Add an Attachment / File to an Invoice in Xero
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QUICKBOOKS | INVOICING
Creating Invoices with Quickbooks
From the Dashboard, select
Start Invoicing and click on Customize Your Invoices.
Once you have finished your design, click on Content and input your company
information, field names, and invoice details.
Click on Emails to customize the email that your clients
get with every invoice they receive.
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CREATING INVOICES WITH QUICKBOOKS
Select Payments if you want
to give your clients the option to pay for the invoice.
Once finished, click on Done
to save the invoice template.
Select the Client you want to send the invoice to from the drop-down list and type the Email Address you are
sending the invoice to. The
Billing Address and Invoice Terms will auto populate
upon client selection.
Input the invoice charges in
their respective fields and
attach needed documents.
Once satisfied with your
invoice, you can either Save for later or Save and Send.
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QUICKBOOKS | INVOICING
How to Record a Payment to an Invoice in Quickbooks Recording a payment on an
invoice in Quickbooks is easy. You can also record partial
payments. Here are the steps on how to do it.
In Quickbooks Online, click on + and select Receive Payment.
You can select which invoice to record payment on by
clicking Choose a Customer
or Find by Invoice No.
Select the Invoice Number
and fill out the details of the
payment (Payment Method, Reference Number, Deposit to, and Amount Received),
and click on Clear Payment.
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QUICKBOOKS | INVOICING
How to Edit an Invoice in Quickbooks There are instances where we would need to make
some changes to an existing
invoice. It helps to know how to complete the steps to ensure that there are no
errors. Here are the steps on how to edit an inovice.
On the upper left side, Click
on Sales and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number, customer name, or any
invoice related information.
Select the invoice you would
like to Edit. For this example, let us use Jordan Burgess.
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QUICKBOOKS | INVOICING
Make the necessary changes. For this example, I changed the rate from $400 to $500. Once satisfied with the
changes, click Save (to send later) or Save and Send.
In cases where you would want to permanently remove an invoice from Quickbooks, you would need to know how to delete the said invoice.
How to Delete an Invoice in Quickbooks
On the upper left side of the
Home Screen, Click on Sales and select Invoices.
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HOW TO DELETE AN INVOICE IN QUICKBOOKS
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, or any
invoice related information.
Click on the drop-down list on the right and select Delete.
From the invoice screen, you
can also click More on the
bottom part of the screen and select Delete.
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QUICKBOOKS | INVOICING
A dialogue box will appear.
Select Yes to confirm and the invoice will be deleted.
Although we live in a digital world, there is still the need to print our invoices sometimes. Here are the steps on how we can print our invoices on Quickbooks.
How to Print an Invoice in Quickbooks
On the upper left side of the
Home Screen, Click on Sales and select Invoices.
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HOW TO PRINT AN INVOICE IN QUICKBOOKS
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, or any
invoice related information.
Choose the invoice to be printed, click on the
drop-down arrow on the left, and select Print.
You can also go to
the invoice screen, scroll
to the bottom, and select
Print or Preview. There will
be an option to either
Print Later, Print Preview, or Print Delivery Note.
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QUICKBOOKS | INVOICING
A window will appear. You
can click Print at the bottom right or click on the Printer
Icon on the top right of the page.
There are instances where we would need to make some changes to an existing invoice. It helps to know how to complete the steps to ensure that there are no errors.
How to Edit an Invoice in Quickbooks
On the upper left side,
Click on Sales and select Invoices.
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HOW TO EDIT AN INVOICE IN QUICKBOOKS
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, or any
invoice related information.
Select the invoice you would like to Edit. For this example, let us use Jordan Burgess.
Make the necessary changes. For this example, I changed the rate from $400 to $500.
Once satisfied with the
changes, click Save (to send later) or Save and Send.
Adding an online payment service like Paypal makes it easier for our customers to make their
payments to our invoices. Helpful, right? Here are the steps on how we can get Paypal set up on our account.
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QUICKBOOKS | INVOICING
How to Add an Online Payment Service Link to an Invoice in Quickbooks
On the Dashboard, hover
over the Banking icon and select Banking.
Click on the Add Account icon on the top right.
Select Paypal among
the choices on the screen.
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HOW TO ADD AN ONLINE PAYMENT SERVICE LINK TO AN INVOICE IN QUICKBOOKS
Enter your Paypal Email
Address and Password and select Continue.
Click on the Verification and select Continue. Paypal will
then start connecting to your Quickbooks account and the next screen will let you know if it has been set up.
Sometimes, we may need to change the tax status of the items on our invoices depending on the products or services provided.
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QUICKBOOKS | INVOICING
How to Make an Invoice Tax Exclusive or Tax Inclusive in Quickbooks
On the upper left side of the
Home Screen, Click on Sales and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, or any
invoice related information.
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HOW TO MAKE AN INVOICE TAX EXCLUSIVE OR TAX INCLUISIVE IN QUICKBOOKS
On the middle right part of
the screen, click on the drop down list next to Amounts
are to choose whether the invoice should be Tax
Inclusive or Tax Exclusive.
Once changes have been
made, you can either click Save or Send and Save to finalize.
You can also change the
tax status of certain items on
the invoice by clicking on GST in the item description and
selecting the appropriate tax
status. Once changes have
been made, you can either
click Save or Send and Save to finalize.
Now that we have been able to look at the processes in Quickbooks, let’s look at how these things are done in Xero to be able to really compare and decide which one is for you.
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XERO | INVOICING
How to Create an Invoice in Xero
From the Dashboard, You
can select New Invoice on the Invoices Owed to you section.
You can also click on the
Plus Sign on the upper left of the screen and select Invoice.
Once on the New Invoice
screen, fill out the invoice
details. To (Customer Name),
Due Date, Reference Number, and Item Description are mandatory fields.
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HOW TO CREATE AN INVOICE IN XERO
Once all the needed fields
have been filled out, you can select Save from the drop down list options
Or select Approve from the
drop down list options. Voila!
You now have a new invoice ready to be paid.
Once a customer has paid their invoice, we need to record the payment on Xero. Here are the steps on how to record a payment on an invoice.
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XERO | INVOICING
How to Record a Payment to an Invoice in Xero
From the Dashboard,
click on Business and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number, customer name, or other
details associated with the invoice.
On the invoice list screen,
select the invoice you are
recording the payment to. For this example, we will be using ABC Furniture.
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HOW TO RECORD A PAYMENT TO AN INVOICE IN XERO
Once on the invoice screen,
scroll down to the bottom left and fill out the details of the
payment that was made and select Add Payment.
A confirmation will appear
that the payment has been successfully recorded.
There are instances where we might need to make changes to an invoice. It is vital that we know how to make these changes properly to ensure error free record keeping.
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XERO | INVOICING
How to Edit an Invoice in Xero
From the Dashboard,
click on Business and
select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, and other details associated with the invoice or clicking on the Invoices on the Invoices Owed to you section.
On the invoice list screen,
select the invoice you are
making changes to. For this example, we will be using Bayside Club.
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HOW TO EDIT AN INVOICE IN XERO
Once inside the specific invoice screen, select
Invoice Options on the upper right and click on Edit.
Make the necessary changes,
and select Update on the
lower right side of the screen.
There are invoices that sometimes need to be deleted. Unlike Quickbooks, there is no option to delete an invoice. We can only void it.
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XERO | INVOICING
How to Void an Invoice in Xero
From the Dashboard,
click on Business and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, and other details associated with the invoice or clicking on the
Invoices on the Invoices Owed to You section.
On the invoice list screen,
select the invoice you are
making changes to. For this example, we will be using Bayside Club.
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HOW TO VOID AN INVOICE IN XERO
Once inside the specific invoice screen, select
Invoice Options on the upper right and click on Void.
There will be a prompt
to confirm if you would want to void the invoice.
Select Ok to void.
A confirmation will
appear that shows that the invoice has been voided.
Voiding an invoice will only make it null, while deleting it completely erases it from the system.
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XERO | INVOICING
How to Print an Invoice in Xero
From the Dashboard,
click on Business and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, and other details associated with the invoice or clicking on the Invoices on the Invoices Owed to You section.
On the invoice list screen,
check the tick box of the
invoice you want to print and select Print. For this example, we will use Marine Bayside.
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HOW TO PRINT AN INVOICE IN XERO
You can also go to the
specific invoice screen and
select Print PDF on the upper right side.
A dialogue box will pop up
and you can either Mark as sent or Leave as is. Select which option applies.
For this example, let us choose Leave as is.
An option to save the invoice as a PDF file will appear, please click Save.
You can now print the invoice like you would any regular PDF file from your computer.
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XERO | INVOICING
How to Email an Invoice in Xero
From the Dashboard,
click on Business and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, and other details associated with the invoice or clicking on the
Invoices on the Invoices Owed to You section.
On the invoice list screen, check the tick box of the
invoice you want to print and
select Email. For this example, we will use Marine Bayside.
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HOW TO EMAIL AN INVOICE IN XERO
You can also go to the
specific invoice screen and
select Email Invoice on the upper right side.
A dialogue box will appear and you can fill out the
necessary fields like the email address to send it to, etc. and click Send.
A confirmation will
appear that the email has been sent.
Adding online payment services makes it easier for you to get paid. This helps clients pay your invoices while on the go from their mobile devices.
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XERO | INVOICING
How to Add an Online Payment Service Link to an Invoice in Xero
From the Dashboard,
click on Accounting and select Bank Accounts.
On the upper left of the screen, select
Add Bank Account.
Type Paypal on the search
bar and select the option on the drop down list.
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HOW TO ADD AN ONLINE PAYMENT SERVICE LINK TO AN INVOICE IN XERO
Input your
Paypal Email Address and Currency being used and click Continue.
A confirmation will show that the account
has been successfully linked.
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XERO | INVOICING
How to Make an Invoice Tax Exclusive or Tax Inclusive in Xero
From the Dashboard,
click on Business and select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, and other details associated with the invoice or clicking on the
Invoices on the Invoices Owed to You section.
Once on the invoice list
screen, click on the invoice you want to change the
status of. For this example, we will be using Marine Systems.
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HOW TO MAKE AN INVOICE TAX EXCLUSIVE OR TAX INCLUSIVE IN XERO
On the upper right side of the screen, and click
Invoice Options and select Edit.
On the middle right part of
the screen, click on the drop down list next to Amounts
are to choose whether the invoice should be
Tax Inclusive or
Tax Exclusive. Once the
necessary change has been
made, click on Update on the bottom right of the
screen to save.
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XERO | INVOICING
How to Add an Attachment / File to an Invoice in Xero
From the Dashboard,
click on Business and
select Invoices.
You can also search for the invoice by clicking the
Magnifying Glass icon and typing the invoice number,
customer name, and other details associated with the invoice or clicking on the Invoices on the Invoices Owed to You section.
Once on the invoice list
screen, click on the invoice you want to add an
attachment to. For this
example, we will be using Marine Systems.
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HOW TO ADD AN ATTACHMENT / FILE TO AN INVOICE IN XERO
Once on the specific
invoice screen, click on the paper icon and select Upload Files.
Choose the file you want
to upload and click Open.
You can now attach the file
along with the invoice on an email.
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QUICKBOOKS vs XERO | INVOICING
Final Thoughts So there it is, Quickbooks and Xero can do pretty much the same thing that the other can. For the most part, when it
comes to invoicing, they are almost identical to each other. The important fact when it comes to invoicing in either system is that you can record everything that you
need, to ensure that you get paid faster for the work you do or the products you sell.
In Quickbooks, you can capture a signature to an
invoice in the app if you want to - which is a great little feature that Xero doesn’t have. But on the other side of the coin, Xero has many more
payment services options - to truly get paid
faster. Payments Services is the next topic will
be discuss in the QBO vs Xero project, next issue. One of the other things that we love about Xero i
nvoices over QBO, is that you can enter an invoice without using an Inventory Item. This is a +1 for Xero for me.
We hope that you found this step by step summary helpful and practical. If you have any other
questions regarding Quickbooks and Xero or
other software that integrates with it to help run your business in the cloud, please feel free to
contact us. We at WhichAddOn understand how difficult it is to choose between these two great
software and we are always more than happy to assist.
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