It’s video week on Little Square! We’ll be posting lots of videos during the week specifically for QuickBooks 2011 for Mac. In this video tutorial, I show you how to create an invoice. This is for all you newbies out there who told us you wanted more basic “how to” tutorials. More to come! If you have suggestions for a tutorial, use We want to hear from you to let us know.
Video script:
Hi. I’m Shelly with the QuickBooks for Mac team, and today I’m going to talk about creating an invoice.
To create an invoice, you can start on the Home Page and click Create Invoices.
Platform: Mac (Mac OS X 10.6 Snow Leopard, Mac OS X 10.7 Lion), Retail packaging QuickBooks is the #1 best selling small business accounting software Built for your Mac; Set up in minutes, easy to learn and use Organize everything in one place and save time on everyday tasks. Download the QuickBooks Desktop for Mac 2020 User's Guide Post your question to our QuickBooks for Mac community. Our users and the QuickBooks for Mac team monitor this forum daily. You can also search our Support Site for an article that may help you.
If you see the QuickBooks icon (for QuickView) at the top right of your menu bar: Select the icon to open QuickView. At the bottom of QuickView, select Settings ⚙, then Quit QuickView. Step 2: Download and install the new QuickBooks app for Mac. Now, download the new App for Mac. Follow this Download link to download the new QuickBooks app. Export report data requires at least Apple Numbers v3.5, and/or Microsoft Excel 2016 or later, including Mac Office 365. E-mail requires Apple Mail, Microsoft Outlook 2016 or later, including Mac Office 365. QuickBooks Desktop for Mac 2020 supports one-way conversion to QuickBooks Online.
Now if you’re brand new to QuickBooks, you may not have any customer information entered yet. Well, that’s no problem. Just enter a name. If QuickBooks doesn’t recognize it, you can Quick Add it. That means the name is added to your Customer Center. Later on, when you have time, you can go here and enter all the information about the customer.
But chances are you already have information on a customer entered in QuickBooks, so you can just select that customer name from the pull-down list. Then you have the option to select a class. A class is just a category that means something to you that can help you track income and expenses in QuickBooks.
Next, enter other information that you want on the invoice, such as a PO number and the payment terms for your customer. Then you’ll select what you’re invoicing the customer for. In this example, the invoice is for blueprint changes. I’m charging for two hours of work, so I put 2 in the Quantity field, then the rate which is 150 dollars and hour and when I press tab to move into the amount field, QuickBooks calculates the total of 300 dollars.
So now my invoice is ready to go. The question is how do I get it to my customer. I several options. I can print it right now and drop it in the mail. Or I can email it. To email it, I select To Be Emailed on the invoice. Then when I’m done entering invoices, I choose File and then Email forms. And there’s that invoice I just created, number 1102. I just want to email this one invoice, so I select only that one and click Email. I can then use the standard email note. QuickBooks will replace the word contact with the name of my customer. Then when I click send, QuickBooks uses whatever default email program I use to email the invoice.
So that’s how you create an invoice in QuickBooks for Mac. For more articles, videos, and advice on using QuickBooks, go to quickbooks.com/littlesquare.
Did you know that the QuickBooks app for Mac lets you run QuickBooks Online on your Mac faster than in a browser? And it’s free with your QuickBooks Online subscription!
But you may wonder: Can’t I just use QuickBooks Online from my browser?
Yes, you can. But here are some cool things you can only do with the QuickBooks Mac app.
1. Open QuickBooks with one click from your desktop
The QuickBooks app for Mac appears on your desktop just like any other Mac program, and you can keep it in the dock for quick access. Just click the icon to get started!
2. Stay signed in
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Unlike the QuickBooks website, which signs you out after a period of inactivity, the QuickBooks app for Mac lets you stay signed in. Like, indefinitely.
Just click the Stay Signed In checkbox on the sign in page.
3. Navigate with ease
Here are a few navigation tips:
- Move easily from page to page with the Back and Forward buttons.
- Switch companies right from the toolbar.
- Bookmark your favorite pages for quick access.
4. Load pages faster
Just click items down the left navbar: Customers, Vendors, Transactions… they all pop up much faster than in a browser window.
5. Easily open multiple windows
You can easily work in multiple windows. Drag and drop windows anywhere, even across monitors and side-by-side.
This is helpful when you want to look at several things at once, like:
- The Sales Transaction list and an open invoice
- A rejected and a pending estimate
- The check form and the bank register
And windows automatically refresh — make a change in one window, and all other related windows will automatically refresh with the updated data!
Example 1
Click Create (+) and click the Detach icon (it looks like this ) to open a new invoice in a separate window.
Example 2
Go to Transactions > Sales and drag an invoice outside the list until you see its thumbnail. Release your mouse to display the invoice in a separate window.
To switch between open windows
Press Command + ~ (tilde, below Esc).
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For more info on opening multiple windows, choose Help > Multiple Windows.
6. Work faster with Mac shortcuts
QuickBooks Mac shortcuts require fewer keystrokes than on the website. For example, press Option + i instead of Ctrl + Option + i to create an invoice.
From the QuickBooks Mac menu bar, choose Help > Keyboard Shortcuts to see the whole list.
7. Take advantage of familiar Mac controls
Maximize your productivity with familiar toolbar and menu options!
8. Keep on top of things with QuickView
Last but certainly not least, QuickView keeps an eye on your transactions and lets you know when something needs your attention. Right from your desktop!
Download the QuickBooks app for Mac
Is the QuickBooks app for Mac free for QuickBooks Online users?
Yes. Just download, sign in, and go!
Do I need a special sign-in?
No, simply sign in with your QuickBooks Online credentials. Super easy.
Does it automatically sync my QuickBooks Online data?
Absolutely!
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This article was originally posted September 15, 2014, and updated July 1, 2016.