Easy Tech TutsHow to Create an Invoice and Receive Payments in QuickBooks Online Easily 2026
By Impran M N
Getting paid reliably starts with a clean invoice-to-payment workflow. QuickBooks Online lets you build a professional invoice, send it to a client, then log the payment once it comes in — keeping your open balances accurate the whole way through. This guide walks through both halves of that process.
01Start a new invoice
Click + New, then choose Invoice under the Customers column to open the creation form.
02Select the customer and terms
Choose an existing client or add a new one, then set your billing terms such as Net 30 or Due on Receipt.
03Add line items
In the product or service grid, select your items, then enter quantities and rates for each line.
04Save and send
Review the total, enable sales tax if applicable, then click Save and Send to deliver the invoice.
05Record the payment
When payment arrives, go to + New and select Receive Payment, choose the customer, check the specific invoice being settled, pick the deposit account, and save.
Frequently asked questions
What happens if I don't record the payment after it's received?
The invoice stays marked as open, which throws off your accounts receivable reporting even though the money has already come in.
Can I apply one payment to multiple invoices?
Yes, the Receive Payment screen shows all open invoices for that customer, and you can check off more than one to apply the payment against.
Where does the payment money go once I record it?
You choose between Undeposited Funds or a direct bank account in the Deposit To field, depending on how you handle your daily deposits.
How do I check if an invoice is still unpaid?
Running an Accounts Receivable Aging Detail report shows you every open invoice and how long it's been outstanding.
Watch the full walkthrough
The same steps, demonstrated on screen from start to finish.
