An invoice is a document issued by your business to a client that details the products or services provided, the amount due, applicable taxes, and the payment terms. Invoices serve as an official request for payment and a record of the transaction.
Invoices are essential for managing client payments and tracking services rendered. Quicken makes it easy to create, send, and track invoices, allowing for better financial organization and control over your business's cash flow.
Why use invoices in Quicken?
Quicken's invoicing feature simplifies the process of billing clients and tracking payments. It ensures you:
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Maintain a professional image with clear, detailed invoices.
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Stay organized by tracking invoice statuses such as Draft, Open, Overdue, or Paid.
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Easily manage overdue payments with reminders or follow-up actions.
Accessing Invoices
From the Business tab at the top of the main window, select Invoices. From there, you can:
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Create an invoice using New Invoice.
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Filter your invoices by selecting All, Draft, Open, Overdue, or Paid from the status buttons above the list of invoices.
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Use the dropdown filters to select a specific business or date range.
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Double-click any invoice to view details, edit, send reminders, or create a new invoice.
Invoice status indicators
Invoice status indicators are visual cues displayed directly within the invoice window, providing an immediate reference to an invoice's current status. They help you quickly identify the state of each invoice at a glance.
Statuses include:
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Draft – Invoice created but not yet saved as open. You can email a draft invoice without converting it; it keeps the Draft status and won't appear in Accounts Receivable.
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Open – Invoice has been sent and is awaiting payment.
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Credited – Invoice amount credited back to the client, fully or partially.
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Overdue – Invoice payment due date has passed without payment.
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Paid – Invoice has been fully paid by the client.
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Void – Invoice has been canceled and marked as void.
These status indicators appear prominently in the invoice window for quick reference, streamlining invoice management.
Activity Timeline for invoices
The Activity Timeline provides a detailed chronological record of all actions and events related to a specific invoice, directly within the invoice window. This allows for easy tracking of invoice history and payment activities. You can view the Activity Timeline on any invoice. It is located on the right side. You may need to toggle from Add to Invoice.
Each payment entry in the timeline includes a View link, allowing you to quickly review the associated payment details in the transaction register.
Sending invoices
The invoice list and the Send Invoice dialog track and manage the delivery of invoices to clients.
Tracking sent invoices
The invoice list includes a Sent column that shows whether an invoice has been sent. Quicken adds the icon whenever you send an invoice, whether you send it at creation with Save and Send or send it later from the invoice list. You can clear the icon if a send fails, for example if an email bounces, or set it manually if you deliver the invoice another way, such as in person.
Emailing draft invoices
If you email an invoice before saving it, Quicken asks how you want to send it:
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Save and Send saves the invoice as an open invoice before sending, so it appears in Accounts Receivable and can be paid.
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Send as Draft saves the invoice as a draft before sending. Draft invoices don't appear in Accounts Receivable and can't be paid.
When you send an invoice as a draft, the word Draft appears after the invoice number in both the email and the PDF.
Note: Invoicing is only available for U.S. accounts. Multi-currency is not supported. If you change the currency of a banking account associated with client invoice payments, a new accounts receivable (AR) account will be created in the new currency. Linked invoices will lose their association, and their status will revert to Open.