Give a customer a sales receipt

Enter a sales receipt if your customer pays you at the time of sale. (If you want to bill your customer after the sale has been made, create an invoice instead. How?

1. Click Create (+) > Sales Receipt.

   Tip! If you have many refunds to record, you may find it faster to enter them from the register instead. How do I enter from the register?

2. Choose a customer. Or, add a new customer.
3. Select the currency for this customer if it is different than your company's home currency.

   If you select a foreign currency customer, the currency and exchange rate are shown next to the Customer field on sales forms. The exchange rate shown is the rate that was in effect at the time of the transaction.

4. (Optional) Choose a Department/Location. If you don't see it, department/location tracking is turned off in Company Settings (or Account and Settings depending on what you see).
5. (Optional) If you are using custom transaction numbers, you can edit the Sale number. If you use automatic numbers, you don't see Sale number; the sales receipt isn't given a number until you save it.
6. You can use the Shipping Address, Shipping Date, Ship Via, and Tracking no. fields to track shipping information. Tell me more
7. Change the Sales Receipt Date to the date the sale occurred.
8. Enter each charge included in this sale.

   Service Date	Use the Service Date to indicate when a service was performed or a product was sold. If you don't see the Service Date column, you can turn it on. (To turn on: Click the Gear icon > Company Settings (or Account and Settings depending on what you see) > Sales > Sales form content > Service date)
   Product/Service	If you don't see a Product/Service column, you don't have it turned on. (To turn on: Click the Gear icon > Company Settings (or Account and Settings depending on what you see) > Sales > Products and services)
   Description	The Description text appears on this printed or sent sales receipt.
   Qty/Rate	Together, Qty and Rate calculate the Amount for a line. If you don't see Qty and Rate, you can turn them on. (To turn on: Click the Gear icon > Company Settings (or Account and Settings depending on what you see) > Sales > Products and services > Track quantity and price/rate) If you change the price/rate for a product or service, the change doesn't affect the rate for future uses of it.
   Class	(Optional) Choose a Class. If you don't see Class but want to use it, you can turn it on. (To turn on: Click the Gear icon > Company Settings (or Account and Settings depending on what you see) > Advanced > Categories) Why? If you don't see Class, class tracking is turned off. What is class tracking?
   Amount	Enter an amount if you didn't fill in the Qty and Rate.
   Tax	Select this box to mark this charge's amount as taxable.

9. To apply a discount, choose a percentage in the Discount percent field, or change the field to Discount value and enter a discount amount; the discount amount is calculated to the right of the discount box. If you don't see a Discounts field and want to use it, you can turn it on. (To turn on: Click the Gear icon > Company Settings (or Account and Settings depending on what you see) > Sales > Sales form content > Discounts). More details
10. If you charge sales tax, calculate the appropriate sales tax.
11. Add any shipping charges to the Shipping field. If you track sales tax, also select a Shipping sales tax code.
12. (Optional) Enter a Customer Message. This text appears only on the invoice, but not on the customer's next statement. You can automatically use a default value in this field by creating it. (To create: Click the Gear icon > Company Settings (or Account and Settings depending on what you see) > Sales > Communication).
13. (Optional) Enter a Memo. The Memo text doesn't appear on this receipt, but it does appear on this customer's next statement.
14. Enter payment information:

    Payment Method	(Optional) Select a payment method in the Pmt Method field. Why is this useful? (Optional) For credit card payments, select Show card details. If you use QuickBooks Payments, you can enter card information manually or swipe the credit card if you have a card reader. Be sure to select Process payment when saving before saving the transaction. If you entered the card manually, select Save card information to save the information in the customer's record for future use. (You can't save card information if you swipe a credit card.) If you're not a QuickBooks Payments customer, you can still enter the customer's credit card information and save it with the customer record. Select Save card information, but do not select Process payment when saving.
    Deposit to or Group with other undeposited funds	To deposit this payment together with other payments at your bank, choose Group with other undeposited funds. How does the Undeposited Funds account work? Or, to record this deposit as a separate transaction, choose the account in Deposit To. If you are processing with QuickBooks Payments, there's no need to make a deposit choice. The transaction will be recorded automatically into the account for deposits you identified when you set up the service.
    Reference no.	(Optional) If the customer paid by check, enter the check number.

15. (Optional) If you've saved a style other than the Standard style, you can choose it from Customize at the bottom of the page.
16. Click Print or Preview. Then:
    1. Click Print or Preview again to make sure the form will look the way you want when you send or print it. You can save it as a PDF from here, too. Just hover over the previewed form to see Adobe's save icon.
    2. If you select Print Later, you can print it from the queue later.
17. You have a few other ways to save:
    • Click Save at any time to avoid losing your work. You'll stay on the page.
    • Click Save and send to email the form. You'll have the chance to edit the email message to your customer and to preview the form one last time.
    • Click Save and new to begin a new form.
    • (For invoices only) Click Save and share link to copy a link to the invoice that you can share through email or in a text message.
    • Click Save and close to go back to what you were doing before you started creating the form.

    Even if you don't send or print the form, it's included in reports and in the customer balance when you save it.

See also

What account does a charge post to?

Customizing the way a sales receipt looks when printed