How to email multiple invoices in a batch in new QuickBooks Online?

In order to e-mail multiple invoices in a batch, from the home screen

  • Go to blue navigation bar on the left
  • Select Transactions
  • Select “Sales” under Transactions
  • This will pull up a list of Sales Transactions
  • Click on the orange bar at the top of the screen to show just “Open Invoices”
  • Click the check mark box at the top of that list of open invoices (next to “DATE” columnn)
  • Select “Send Transactions” from the “Batch Actions” drop down selector
Sales Transactions Open Invoices Orange Bar
Sales Transactions Open Invoices Orange Bar
Sales Transactions Open Invoices Select All
Sales Transactions Open Invoices Select All
Sales Transactions Open Invoices Send Transactions
Sales Transactions Open Invoices Send Transactions

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How to run customized Sales Report by Sales Rep in new QuickBooks Online?

There is no built-in business report available by Sales Rep in new QBO at this time. By using available custom field on the sales forms (invoice and sales receipt), you can easily get the information by selecting and customizing standard built-in “SALES BY CUSTOMER SUMMARY” report.

This quick and easy tutorial video shows you how to customize sales report by sales rep for tracking sales and manually computing sales commissions in the new QuickBooks Online (QBO).

Here is another top-rated tutorial video by VPController for We encourage you to watch the entire video.. You do not want to miss a step!

Sign up QuickBooks subscription for new company. Or add additional company subscription for using the same user ID (choose “Already have an Intuit user ID?”)

How to delete an Invoice in new QuickBooks Online?

When you delete an invoice, you delete a posted transaction, so this will affect your report totals and the customer’s balance.

Also, any unbilled, non-posted transactions that were included on the invoice become available again to be included on the next invoice you create.

To delete an invoice

Find/locate the Invoice to delete.
From the footer, click “More”.
Select Delete from the drop-down selector.
Click “Yes” to confirm.
After you delete an invoice, the only record of the invoice is in the audit log.

How to copy an Invoice in new QuickBooks Online?

Find/locate the Invoice to “Copy”.
From the footer, click “More”.
Select “Copy” from the drop-down selector.
It will crate a copy of an Invoice form.
Revise as needed and save the Invoice.

Copy Invoice
Copy Invoice

The same process also applies to Sales Receipt.

How to handle early payment discount taken to an invoice when a customer pays on time? Example: 1% 10, Net 30 or 2% 10, Net 30

In ideal accounting process, I would think handling discount taken by the customer would be part of “Receive Payment” form screen. They will have the additional line to enter discounts given to the customer as negative amount entered and thereby would match customer payment amount.

Since QBO Receive Payment screen is unable to handle this specific transaction, you will need way-around approach. No doubt, it is unnecessary and time-consuming steps to handle such a simple customer payment transaction.

You will need to create a CREDIT MEMO for early discount taken by the customer. See photo#3 for reference.

For one-time, you will also need to create new GL account for “Discounts given” (see photo 1) and new Service item for “Early Payment Discounts” (see photo 2).

Once you’ve created Credit Memo, go to Receive Payment screen, apply for payment against the open invoice as well as apply subtract early payment discounts to match customer payment. See photo#4 for reference.

See screenshot photo#5 for reference to how it will show Discounts given in P&L.

See screenshot photo#5 for reference to how it will show Discounts given in P&L.

Need better way to handle discount taken by customer, add to QuickBooks Online Feature Requests here:



Open new GL Account
Open new GL Account


Create new Product Item for Early Discounts Taken
Create new Product Item for Early Discounts Taken


Create Credit Memo
Create Credit Memo


Receive Payment Screen
Receive Payment Screen


Profit & Loss with Discounts Given
Profit & Loss with Discounts Given

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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

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.


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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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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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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