Create An Invoice in QuickBooks Desktop

Every company offering clients products or services must create invoices in QuickBooks Desktop. This comprehensive tutorial covers every step of the process, from logging into QuickBooks Desktop to producing and distributing personalized invoices to your clients.

Developed by Intuit, QuickBooks Desktop is a feature-rich accounting software solution meant to assist small and medium-sized companies in effectively managing their money. It provides a number of functions, including financial reporting, payroll processing, spending monitoring, and invoicing.

Getting Started with QuickBooks Desktop

Starting with QuickBooks Desktop is a crucial first step in simplifying your company’s financial administration. QuickBooks Desktop is a complete toolkit that may assist small company owners, freelancers, accountants, and other professionals in managing invoices, keeping track of spending, reconciling accounts, and producing informative reports. In this article, we’ll go over the crucial actions to get you started with QuickBooks Desktop.

Setting up and Installing

Before doing any further work, make sure you have QuickBooks Desktop installed on your computer. You may get QuickBooks Desktop via authorized resellers or the official Intuit website. Once the program has been downloaded, install it on your computer by following Intuit’s instructions.

After installation, you must open QuickBooks Desktop and create a company file. This file houses all of your financial data, including transactions, clientele, and vendor information. You may create your company file with QuickBooks Desktop by following a guided setup procedure, where you can enter essential details about your firm, including its name, industry, and fiscal year start date.

How to Use the Interface

You will be welcomed with QuickBooks Desktop’s user-friendly interface when you first run it. This interface is intended to make it simple to navigate and access essential functions. There are many sections inside the main window, each addressing a distinct facet of money management:

  1. Home Screen: The Home screen is your main hub for accessing common operations like making invoices, tracking spending, and viewing reports. It gives you an overview of your company’s financial health and shows you impending chores and reminders.
  2. Menu Bar: The menu bar at the top of the screen allows you to execute reports, manage lists, and create transactions. It provides access to various menus and functions. You may access particular functions inside QuickBooks Desktop by using the dropdown list of choices that each menu includes.
  3. Icon Bar: The icon bar is situated just underneath the menu bar and provides rapid access to frequently used functions and tasks. You can personalize it so that it shows the features that are most relevant to your company, which will facilitate access to commonly used tasks.
  4. Navigation Pane: QuickBooks Desktop’s left-hand navigation pane offers quick access to many sections, including Reports, Banking, Vendors, and Customers. By selecting these shortcuts, associated screens with the ability to carry out specific operations or examine pertinent data are brought up.

Establishing Corporate Preferences

It’s crucial to adjust QuickBooks Desktop’s settings to suit the needs and preferences of your company before utilizing it to handle your accounts. With the many configurable options that QuickBooks Desktop provides, you may mold the program to fit your unique requirements.

In QuickBooks Desktop, go to the “Edit” menu and choose “Settings” to see company settings. Numerous choices are arranged in sections, including Accounting, Payments, Sales & Customers, and Payroll & Employees. Spend some time reviewing and modifying these settings to suit your company’s demands and ensure QuickBooks Desktop is operating in the way that best meets your expectations.

To put it briefly, installing QuickBooks Desktop, setting up your business file, acquainting yourself with the user interface, and establishing corporate preferences are the steps involved in getting started. By doing these crucial actions, you’ll establish the groundwork for effective money management and have access to a powerful suite of tools that will enable you to keep tabs on your earnings and outlays, handle bills, settle accounts, and produce informative reports. You’ll be well-equipped to handle the complexity of business finance and steer your company toward success with QuickBooks Desktop at your side.

Customizing the Invoice Template

Adding personal touches to the invoice template in QuickBooks Desktop is an excellent approach to highlight your brand identity project professionalism and provide your clients with a tailored experience. With so many modification possibilities at your disposal, you may make the invoice template fit the aesthetic tastes and communication style of your company. We’ll go over the many components of modifying the QuickBooks Desktop invoice template in this in-depth tutorial, as well as how you can use them to produce memorable bills.

Getting to the Billing Template

It’s critical to understand where to locate the QuickBooks Desktop invoice template before beginning any modification. Take these actions to get access to the invoice template:

  1. Go to the section on invoicing: After starting QuickBooks Desktop, choose the “Customers” option from the top menu.
  2. Choose “Create Invoices”: To enter the Create Invoices window, choose “Create Invoices” from the dropdown menu.
  3. Select “Formatting”: Click the “Formatting” dropdown option at the top of the Create Invoices window, then choose “Manage Templates.”

Selecting a Template

You may personalize a number of pre-made themes that QuickBooks Desktop provides to fit your style preferences. You may choose from a variety of designs, colors, and layouts for these templates to best represent your business.

  1. Browse Templates: A list of the available templates is shown in the Manage Templates box. Navigate the list to get previews of the various choices.
  2. Choose a Template: To choose a template, click on it. With the use of QuickBooks Desktop’s live preview feature, you can see how several styles will appear on your invoice.
  3. Use the Template: Select a template that you like, then click “OK” to include it in your invoice.

Including Your Company Information and Logo

The first step in customizing the invoice template is to include your company’s logo and contact details. This makes it easier for clients to recognize the source of the invoice and strengthens your brand identification.

  1. Put Your Logo Online: Click the “Additional Customization” dropdown menu and choose “Edit Default Information” from the Manage Templates box.
  2. Include Business Details: In the corresponding boxes, include the name, address, phone number, email address, and website URL of your business.
  3. Put Your Logo Here: Select the “Choose File” option to upload your business logo. JPEG, PNG, and GIF are just a few of the image file types that QuickBooks Desktop accepts.
  4. Modify Logo Positioning: Make sure your logo is positioned correctly inside the invoice template by using the alignment tools. The logo might be shown in the middle, on the right, or the left side of the page.

Changing the Font and Color

Your invoice’s overall appearance and feel are greatly influenced by the typeface style and color choices you choose. QuickBooks Desktop offers customization choices for font styles, sizes, and colors to align with the visual identity of your company.

  1. Access Font Settings: To access font modification options, select the “Fonts & Numbers” tab in the Manage Templates box.
  2. Select Font Style and Size: For various invoice parts, including headers, body text, and totals, choose your favorite font style and size.
  3. Set Font Color: Select a color for the text, headers, and borders on the invoice using the color picker tool.

Including Particular Fields

You may add custom fields to your invoice template in QuickBooks Desktop to record extra data that could be relevant to your clientele or company.

  1. To access customization options, click the “Additional Customization” dropdown menu and choose “Customize Data Layout” from the Manage Templates box.
  2. Add Custom Fields: To add a new custom field, click the “Additional Customization” tab and choose “Add.” A variety of field kinds, including text, date, and dropdown lists, are available for selection.
  3. Enter Field Details: Give the custom field a name and provide any information about it, including whether or not it is necessary.
  4. Insert a Custom Field: You may move the custom field around on the invoice template by dragging and dropping it there.

Examine and Store

You must evaluate your personalized invoice template before saving it after you’ve reached your desired level of customization.

  1. Preview Invoice: To see the invoice once your modifications have been made, click the “Print Preview” option.
  2. Make Modifications: Return to the template and make any further changes that are required until you are happy with the outcome.
  3. Save Template: To save the edited template, click “OK.” QuickBooks Desktop will ask you to give the template a name so you can identify it from others.


With QuickBooks Desktop, creating an invoice is a straightforward procedure that only requires a few quick steps to complete. You can quickly create invoices for your clients that appear professional and organize your billing process by using the steps provided in this article. QuickBooks Desktop’s robust functionality and user-friendly design make it an essential tool for any company trying to improve its financial management.