Why this matters
An invoice is often the first document a customer sees after saying yes, and how fast you get paid depends on how easy paying is. A configured invoice (logo, terms, online payment button) looks professional and collects faster; a default one with no payment link means checks, delays, and awkward reminder emails.
What "done" looks like
- The invoice template carries your logo and correct business info
- Default payment terms are set deliberately (e.g., Net 15 or Net 30)
- Online payments (card and ACH) are enabled, so invoices carry a pay button
- Automatic reminders are on for upcoming and overdue invoices
How to do it
- Open Settings → Account and settings → Sales and set default terms plus the fields you need (PO numbers, discounts).
- Customize the template: add the logo and verify the business name and address.
- Enable QuickBooks Payments so invoices go out with card and ACH options, processing fees are separate from your subscription.
- Set shorter terms than feels polite. Net 15 is normal for small businesses; long terms are an interest-free loan.
- Turn on automatic reminders so chasing is systematic, not personal.
- Send a test invoice to yourself and check what the customer sees on a phone.
Common mistakes
- Sending invoices without a payment link, then wondering why checks take three weeks
- Leaving terms blank so every invoice quietly becomes "whenever"
- Ignoring ACH, which typically carries lower fees than cards on large invoices
Real-world examples
- QuickBooks Payments supports card and ACH on invoices and automatically matches and records payments, ending manual "who paid?" bookkeeping.
- QuickBooks' documented invoicing features include automatic reminders and recurring invoices, worth turning on for retainer clients.
From a founder's point of view
Every click between "invoice received" and "money sent" costs days of float, and cash flow problems can threaten an otherwise viable business. Invoice setup is the cheapest cash flow lever available.
Rule of thumb
If a customer cannot pay your invoice in under a minute from their phone, your invoicing is not set up yet.
