Customer Center Customers Customers Center Invoice

How can I see if a Customer has opened/viewed an Invoice in new QuickBooks Online?

Select the blue navigation bar on the left

  • Select Customers Center
  • Locate Customer and click “Open Invoices” under Pending Invoices column
  • Under Status column you will notice either “Open (Viewed)” or Open (Sent)”
  • That’s your confirmation if the invoice has been viewed or not.
  • See attached screenshot photo below for reference.
Invoice Open Viewed Sent
Invoice Open Viewed Sent

This is one of the coolest features available in new QuickBooks Online.
Another cool feature is when customer opened the Invoice, on the side bar, it will put a stamp indicating what time customer viewed the invoice. Customer can also reply to your email from the same “Send a message” box.

Customer Send a Message Box
Customer Send a Message Box


Customers Invoice Sales

How do I add a client purchase order onto my invoice, ie how do I show this on the invoice is there a custom column?

Sales Form Content - Custom Fields
Sales Form Content – Custom Fields

In new QBO, they’ve up to three custom fields selections available to customize invoice layout.
You can pick one field for Client Purchase Order Number.

From the Home page screen

  • Select the Company Gear (located top upper corner)
  • Select “Company Settings” under Settings header
  • Select “Sales” under Settings”
  • Select “Sales Form Content”
  • Select “Custom Fields”
  • This is where you add Client PO No.
  • Save and Done
  • See screenshot photo below for reference

Customer Center Customers Invoice

I accidentally sent out a batch of invoices by email. How to figure out which ones got sent in new QuickBooks Online?

From the Homepage screen, go to the blue navigation bar on the left

  • Select Transactions
  • Select Customer
  • Select Gear (Not the company gear located top upper corner. This one is located in the right middle corner next printer and excel icons)
  • Select “Email” and “Status” from the dropdown selector
  • See screenshot photos below for reference
verify invoice email 3
verify invoice email 3
verify invoice email 1
verify invoice email 1

verify invoice email 2
verify invoice email 2

New QuickBooks Online Plus – How to enter various expenses in new QBO?

QuickBooks Online (QBO) Tutorial – Customer Invoice, Sales Receipt, Receive Payment, Bank Deposit


How to display Discount field after Subtotal on an Invoice in new QuickBooks Online Plus?

In QBO, you can show discount (percent or $ value) after subtotal. See attached screenshot photo 1 for reference.

You will need to change discount setting on under Sales form content. See attached screenshot photo 2 for reference.

  • From the homepage screen, go the company gear (located top upper corner)
  • Select Company Settings
  • Select Sales under Settings
  • Select Discount ON under Sales form content heading
Discount field after Subtotal
Discount field after Subtotal

Discount field after Subtotal
Discount field after Subtotal

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Company Gear Company Settings Custom Form Styles Customer Center Customers Invoice

We need to pay Sales Commissions based on Sales Invoices paid date. How to run a Customer Sales report that will tell me exactly what invoices were paid in a specific date? 

To do this job, you can run “Sales by Customer Summary” report.
You will need to customize the report to show daily sales and change to cash basis.
If you are using custom fields for sales rep on the Invoice, you can match the sales by Sales Rep as well.
See attached screenshot photo1, photo2 and photo3 for reference.



I would like to apply a percentage discount on just one item in my invoice. How can do it?

There is no way to set up a discount for a fixed amount at this time. This option for a % with subtotal is badly needed in new QuickBooks Online.

I Suggest sending in your QuickBooks Online Feature Requests here:

Invoice Recurring Transactions

How do I stop any recurring invoices in QBO?

To stop a recurring transaction from recurring, you will either need to delete the recurring transaction, or edit the schedule so that it will not be regenerated.

Here’s how to do it:

  • First, click the gear in the upper right of your Home screen.
  • Choose Recurring Transactions from the menu.
  • Click the recurring transaction to select it.
  • If you’d like to just Delete the recurring transaction, click Delete at the top of the list.
  • If you’d prefer to retain the template and change the schedule, click Edit at the top of the list.
  • Change the type to read either Unscheduled or Reminder.
  • Click Save template.


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Estimate Invoice

I accidentally created an Invoice rather than an Estimate. How to change it to an Estimate?

There’s no way to convert that Invoice to an Estimate.
QuickBooks Online doesn’t have a mechanism in place to create Estimates out of Invoices. You’ll have to manually create the Estimate and delete the Invoice.


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How to create my own invoice number?

GO to the Company Gear (upper right hand corner)

  • Select “Company Setting” under Settings
  • Select “Sales” under Settings  (or “Sales Form Entry” under Preferences)
  • Check-box “Custom transaction number” (see attached screenshot below for reference)
  • SAVE

GO back to create new Invoice

  • Click “+” plus sign
  • Select “Invoice” under Customers
  • Enter new “Invoice no.” (located at top right corner)

Click on the screenshots below to enlarge them




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Bank Deposit Invoice QBO Receive Payment Sales Receipt

QuickBooks Online (QBO) Tutorial – Customer Invoice, Sales Receipt, Receive Payment, Bank Deposit

This QBO tutorial video is a step-by-step guide to complete invoicing process (Customer Invoicing, Sales Receipt, Receive Payment and Bank Deposit). It covers how to handle all forms of payments like check, credit card, debit card, PayPal and Amazon payments. It explains how to record merchant service fees as well as PayPal and Amazon fees. It also explains how to match bank downloaded transactions.


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