Is there a way to create a sales receipt from an estimate

QBO is not set up to go from Estimate to Sales Receipt at this time. Currently, you create Estimate and then “copy estimate to invoice” to create an Invoice. There is no partial copy so it’s done just one-time. You receive payment against that invoice.

Workaround steps from Estimate to Invoice may also work as faster as creating from Estimate to Sales Receipt approach. Follow these steps, it may work as an alternative to Estimate to Sales Receipt.

1. Create Estimate (create + sign > customers > estimate)
2. Copy to Invoice (either directly from estimate or from invoice form by selecting a customer)
3. Select “Save” (bottom right, blue bottom) Invoice
4. Once saved the invoice, you will promptly notice “Receive Payment” button added at the upper right corner. Click “Receive Payment” link.
5. Receive Payment against the invoice. Done.
[table id=39 /]
[table id=38 /]
[table id=37 /]

When I create an Invoice, how do I get the packing slip to show the shipping address

First, you will need to enable “Shipping” in the company settings.

Just follow these steps below:
1. Select Company Gear icon at the top right corner.
2. Click to Company Settings, select Sales.
3. Under “Sales form content” place, click the pencil icon and place a checkmark to the box next to “Shipping” to turn on the address.
4. Click on Save.

enable shipping

You also need to put in the customer’s shipping address in the Customer Details section for the shipping address to show in the packing slip.

You can edit your customer’s information through the steps below:

1. Click on the Customers tab on the left navigation bar.
2. Look for that specific customer and click on their name.
3. Once you’re in their account, click on “Customer Details” column.
4. Click on the “Edit button” at the far right side.
5. You can now edit your customer’s shipping address.
6. Once you’re done, click the Save button located on the bottom right corner of the screen.

(You can also add shipping address directly on the Invoice form, but that will not update customer details page)

shipping address

After doing these steps, create an invoice, select Print or Preview (at the bottom) and try to “Print packing slip”.

packing slip

At this time, PACKING SLIP is just for Invoice, it’s not available for Sales Receipt. I’d suggest sending feedback to Intuit QBO team. Just click the Gear icon (upper right corner), and click “Feedback” under Your Company.

feedback screen

Tutorial Video

[table id=39 /]
[table id=37 /]

How to handle a partial payment when creating an invoice in QBO?

Case: A customer bought $105.00 worth of product and paid $80.00 in cash. You need to send an invoice to the customer for the balance. How would you handle this in QBO?

First, create a new invoice using product/service item code for $105.00. Use deposit field to post $80.00 as the prepayment on that invoice. Deposit field is located right below the total. Now, the invoice will show $25 balance due.

If you do not see “DEPOSIT” field on your invoice, go to “Company Gear” settings to enable deposit field: Gear icon (upper right corner) > Settings > Company Settings > Sales > Deposit > ON > save. See screenshot below for reference.

Click on the screenshots below to enlarge them
enable deposit setting

Once you enter deposit amount, your invoice screen will expand to show the following three fields added to the invoice form. Fill out the information appropriately:

a) Payment method
b) Reference no.
c) Deposit to

You will need to select “Deposit to” field depending on your situation. If you are depositing this deposit (prepayment) to the bank along with other payments as a batch deposit, then you should select Undeposited Funds Account. On the other hand, if you are depositing just $80.00 as a single deposit to the bank, you should select the appropriate bank account.

deposit field on invoice

The snapshot below shows what accounts are affected by this transaction:
deposit journal report
1. Accounts Receivable: $25
2. Sales Income: $105
3. Undeposited Funds or Bank Account: $80


#QuickBooks Online


How to fix: Invoice numbers stay same on recurring transactions in QuickBooks Online

Case: With recurring transactions none of the invoice numbers ever change. They are the same month to month, as well as across multiple customers with same invoice number. It is becoming a huge problem getting paid from Customers (Clients) when they see the same invoice number every month.

First, we will need to turn on Custom Transaction numbers. You can do this by going to the Company Gear icon (upper right corner) > Company Settings under Settings > Sales > Sales Form Content > check “Custom Transaction Numbers” > ON > Save.

Click on the screenshots below to enlarge them
custom transaction numbers

Now, go to the Company Gear icon again > Lists > Recurring Transactions. Delete the “Invoice number” from the field and Save.

delete inv no

YouTube Tutorial Video:

Subscribe to our world famous YouTube Channels

  • VPController
  • NewQBO
  • [table id=12 /]

    Can QuickBooks Online remind me that I need to create an invoice

    Yes, you can set up “Reminder” in QuickBooks Online.

    This is how you do it:

    From the home page screen

    • Click on your company gear in the top right corner
    • Click Recurring Transactions under the Lists column
    • Click New
    • Change the Transaction Type to Invoice
    • Change Type to Reminder

    Your reminder will show up in the Tasks section of your home page screen. Click “View reminders” link to review and complete the task.

    Click on the screenshot below to enlarge it


    #QuickBooks Online


    #QuickBooks – How do I edit the footer message which appears in all my Invoices

    To edit the invoice footer message:

    From the home page screen

    • Click in the company gear at the upper right
    • Go the settings
    • Click custom form styles
    • Find the Standard template under Name and click Edit under Action
    • Select Footer
    • See “Message to customer”. This is where you can edit the message details from the Invoice.

    Click on the screenshots below to enlarge them
    message to customer

    message to customer2

    [table id=13 /]

    How to turn off the “Terms” so it won’t show on an Invoice at all?

    Removing the “terms” completely from your invoice is a part of “Custom Form Styles” under Settings. You will need to disable the “Terms” setting just once.


    Here’s how to do it:

    • Click on your Company Gear in the top right corner
    • Click Custom Form Styles under the Settings tab
    • Select form name you would like to take the Terms off of
    • Click edit under action column (far right)
    • Select your form style and click Next
    • Click on Header on the left side
    • Uncheck the box next to “Terms” under Customer
    • Click Save

    Now when you invoice your customers using this customized template (under customize at the bottom),  there will be no terms of payment listed.

    Click on the screenshots below to enlarge them
    turn off terms

    turn off terms invoice


    #QuickBooks Online


    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

    [table id=39 /]