Overview
Need to bill clients and keep track of payments? Managing invoices can feel overwhelming when you’re handling multiple jobs or customers. Without a clear system, it’s easy to lose track of who owes what and when payments are due.
Quicken Simplifi helps you stay organized by letting you create invoices, record payments, and monitor outstanding balances—all in one place. In this guide, we’ll walk through how to set up invoices, apply payments, and review your accounts receivable so you can keep your business finances on track.
Before You Begin
Before you start creating invoices, it’s helpful to make sure your business details and client information are set up.
Begin by creating your business profile so your invoices include the right name and contact information. Once that’s done, you can personalize your invoices by adding a logo to your business—this gives them a professional look—see Adding a Business in Quicken Business & Personal and How to Manage Business Accounts in Quicken Business & Personal for guidance on setting this up.
Next, make sure your clients are added and organized. Managing your clients ahead of time makes it simple to select the right customer when you create an invoice. For help with this, check out Managing Your Clients.
You’ll want to create a project and add the items and expenses that belong to it. This step ensures your invoice reflects everything related to that work—see Managing Projects for details.
With your business, branding, clients, and projects ready, you’ll have everything in place to create and send invoices confidently.
Create and Send an Invoice
As soon as you have billable items, you can create and send your invoice! You can send an invoice to as many people as you'd like by using a comma to separate each email address.
Instructions for Web:
Hover over the left panel and click Sales & Billing, and then select Invoices.
Click the + Create button and then select Create invoice.
Select a client or project using the dropdown menu on the top left.
Confirm the Issue Date, the Due Date, and Invoice #.
Add or edit items using + Add Item or by clicking a field to make the necessary changes.
You can delete any of the items listed by clicking the trash can icon at the end of the row.
Mark taxable items by checking Taxable; only one tax rate applies per invoice.
You can also change to a dollar or percentage discount on the invoice total.
Click the Preview tab at the top to view your final invoice.
Click Send to... and then enter or confirm the Email Address, Subject, and Email Message. Click Send when done.
If you are sending the invoice another way, select Mark as Sent (No Email).
If you’ve added a billable expense with an attachment—like a receipt—to your invoice, you can include those attachments by turning on the Include all expense attachments toggle while creating or editing the invoice.
Need help adding an attachment to a transaction? See Attaching a Receipt to a Transaction.
Want to add your business logo to an invoice? Simply upload your logo to your business profile first. For step-by-step help, see How to Add a Business Logo to an Existing Business.
Instructions for Mobile:
Tap the Menu (three-line icon).
Tap Sales & Billing, then select Invoices.
Tap the plus (+) button in the upper right and select Create invoice.
Select a client or project using the dropdown menu at the top.
Confirm the Invoice #, Issue Date, the Due Date, and the Client contact information.
To manage the items you want to add to the invoice, use the Edit or Add Items button.
From the Edit or Add Item screen, you can delete any of the items and expenses listed by tapping the 'X' to the upper right of the item.
Mark taxable items by tapping the Tax % field; only one tax rate applies per invoice.
On the mobile app, you can only add a tax rate to an invoice if the item is marked as taxable, either during item creation or from the item’s details screen. If the tax rate isn’t available on an invoice, edit the item’s details and mark it as “taxable.”
You can also provide a dollar or percentage discount on the invoice total, and you can add a note.
Once done, you can tap the PDF button at the top to view your final invoice.
Tap Send To... and then enter or confirm the Email Address, Subject, and Email Message. Tap Send when done.
Note: Only the web app allows you to select "Mark as Sent (No Email)". If you’re using the mobile app, you'll have to send the invoice to an email address.
If you’ve added a billable expense with an attachment—like a receipt—to your invoice, you can include those attachments by turning on the Include all expense attachments toggle while creating or editing the invoice.
Need help adding an attachment to a transaction? See Attach a Receipt to a Transaction on the Mobile App.
Note: Currently, there is no way to create a memorized Invoice or a template for an Invoice.
Editing an Invoice
Need to make changes to an invoice after it’s been created? Whether you need to update dates, adjust items, or fix a client detail, Quicken Simplifi makes it easy to edit your invoice so everything stays accurate.
Note: If you make changes to a previously sent invoice, you must resend it.
Instructions for Web
Hover over the left panel and click Sales & Billing, and then select Invoices.
Go to the "UNPAID" tab for sent invoices or the "DRAFTS" tab for unsent ones.
Once you find the invoice that you want to edit, click the three-dot icon to its right.
Click View Invoice.
Make the desired changes to the Invoice.
Click Save at the top to save the Invoice, or Send to... to send the corrected Invoice to the client.
Instructions for Mobile
Tap the Menu (three-line icon).
Tap Sales & Billing, then select Invoices.
Go to the "UNPAID" tab for sent invoices or the "DRAFTS" tab for unsent ones.
Locate the invoice you want to edit and tap on it.
Select View Invoice.
Make the desired changes to the Invoice.
Tap Save at the bottom to save the Invoice, or Send to... to send the corrected Invoice to the client.
Deleting an Invoice
Need to remove an invoice you no longer need? Whether it was created by mistake or the work was canceled, Quicken Simplifi lets you delete an invoice quickly so your records stay clean and accurate.
Instructions for Web
Hover over the left panel and click Sales & Billing, and then select Invoices.
Locate the invoice you want to delete, then click the three-dot icon to its right.
Click Delete Invoice.
A pop-up will appear to confirm that you want to delete your invoice. Click Delete Invoice to confirm.
Instructions for Mobile
Tap the Menu (three-line icon).
Tap Sales & Billing, then select Invoices.
Locate the invoice you want to delete and tap it.
Tap Delete Invoice.
A pop-up will appear to confirm that you want to delete your invoice. Tap Delete to confirm.
Invoice Reporting
If you want to see how your invoices impact your business finances, refer to the Profit & Loss Report (P&L). Invoice items count toward your income. Billable expenses are reported in two places: the expense itself appears under expenses, while any reimbursement for that expense is reported as income.
To learn more about business reports, see Reports with Quicken Business & Personal.
Taxes from Invoices
If you collect sales tax for a product and add that to your invoice, a Sales Tax Payable account will be created under the Liabilities section of your accounts list. Every time you charge sales tax, the Sales Tax Payable account will increase. When you pay your taxes and make the payment to the tax authority, you will want to assign the payment as a transfer to the Sales Tax Payable account.
Sales tax will not show on your Profit & Loss (P&L) report. Instead, you will see it in your Balance Sheet report.
Interested in learning how to apply payments, credits, tips, and more to your invoices? Take a look at our article, How to Apply Payments to Invoices in Quicken Business & Personal, for step-by-step guidance.
If you have any questions or need help managing your invoices in Quicken Simplifi, please don't hesitate to reach out to our support team!