Creating Invoices
QuickBooks allows you to create and send Invoices if you need to receive payments from other Sections, Areas or Regions. Since AYSO is set up as a Non-Profit, QBO will call these pledges.
Where to create an Invoice
As with most things in QBO, there are many ways to create an invoice
(1) You can select the +New Button in the upper Left and then select "Pledge" under the Customers Column
(2) You can select the Sales -> Pledges option from
Either option will open up the Invoice Page
Understanding the Invoice Page
- First you will add in your customer. If you have not created the customer before, you can create the customer directly from the invoice
- Next add in your details for the:
- Invoice number
- Terms
- Date
- Due Date
- Each amount you are invoicing will need to have a Product or service created. then include your description and amounts
- Payments - DO NOT TURN ON QUICKBOOKS PAYMENTS. Instead, all invoices should be paid directly via Bank bill pay services, Chase Credit Card processing, or check.
- You can enter your payment details so that regions know how you prefer payment on each invoice, or send the instructions to Finance@ayso.org and we can update these for you as part of the default invoice.
Once you've created your invoice, you are ready to save and print or send electronically. To send electronically, ensure that you have the proper email address included with your customer.
Clicking on the arrow next to the Save button will give you additional options if you simply need to record these
- Save and new will allow you to add multiple invoices
- Save and close will close the screen
Recording Invoice Payments
Once the invoices you have sent are paid, you will need to record the payment received. If you simply categorize the deposit, it will still show that the Region/Customer owes the money, and you will be double recording your revenue. Instead, you will select MATCH on your transactions for review page:
When you select Match, you will be able to select the invoice or invoices that were paid as part of the deposit you are posting to QuickBooks.
