Full Version Only
The built-in invoicing feature is a very basic invoicing. It allows you to create an invoice from an estimate. If you need to make changes to the invoice you must make them to the estimate and they will be reflected in the invoice. This will work fine for anyone who hires someone else to do bookkeeping and accounting and need a simple way to generate and track invoices.
For more powerful invoicing and accounts receivable features you are best using QuickBooks® or another accounting package.
When you do create a Quick Estimator invoice from an estimate, the Invoice # field and the Invoice Deposit field become visible on the Estimates screen as shown in the image below.
If you are not using the Replication feature, the Invoice # will be automatically entered for you. You can edit the number as required. If you are using the Replication feature then you will have to enter the Invoice # yourself. The replication feature is only available in the Full version.
You can also enter a deposit amount in the Deposit Paid field if you collected a deposit before starting the job.
If you use the built-in invoicing feature, you can enter and track payments using the Invoice Payments screen show below. This does not apply to QuickBooks® invoicing.
To enter and view payments you can click Main Menu on the Main Screen and selected Invoices. This will display a list of all the invoices you have created. You can sort the list by any column by clicking the column heading. Click the same column heading again to sort in the opposite direction.
To find an invoice just click a field in any column you want to search (i.e. Project) and start typing. Quick Estimator™ 2005 will move to the nearest match. Keep typing until you find the one you want. If there is more than one match (i.e. you have two invoices for the same project) just hold down the Shift key and hit Enter. Quick Estimator™ 2005 will move to the next match.
Double-clicking a row will open the Invoice payments screen where you can view or edit payments for the invoice.
Each time you receive a payment for an invoice enter Payment Notes, Payment Method and the Payment Amount. The Payment Date will always default to the current date. You can change it if needed.
The lower part of the screen shows the Invoice Amount, the Deposit Paid, the total Payments, the Total Paid and the Amount Due. As you enter payments these numbers will be recalculated. Once the Amount Due is 0, the Paid In Full box will be checked.
To delete a payment click the
button next to the payment you want to delete.
To print the invoice click the Print button. This will open the Invoice Print Options screen. See the Printing Built-in Invoices topic to learn more about printing invoices.
You can print customer statements form the Customer Print Options screen which you can open from the Customers screen or the Printing Centre.
You can also print an invoice form the Estimates screen and from the Printing Centre.
You can also enter and view payments for an invoice from the Estimates screen.