How to make a carbon copy invoice in 7 easy steps

When you run a business, chances are you’ll have to issue an invoice or invoice copy to your clients. At the same time, there are plenty of different ways to go about this; making carbon copy invoices can be useful for tracking payments and keeping records organized. Here’s how to do it in 7 easy steps!

Step 1: Log in to Xero

Xero is an online accounting program designed for small businesses. Log into your Xero account, click Accounts, then select one of your clients. Click on Create Invoice at the top-right of your screen.

Step 2: Enter payee information

Enter information for your clients and click ‘OK.’ This is just data that shows up on your invoice, so don’t worry about it too much. Just put what’s relevant, and you’ll be fine. Step 3: Select standard paper type: Click’ Std. 8 1/2 x 11′ paper. Step 4: Use color or black ink: If you want to use color, check off Yes. Otherwise, choose black ink by selecting No. Step 5: Choose icon options (optional): You can click on icons representing different things like shipping information or item quantities if you want. Sometimes these are filled out automatically when they should be, but they might not be, which is why I included them here.

Step 3: Add additional charges

Word default creates a line item for each charge on your invoice. However, if you have additional charges that you want to add in, highlight them and click Insert > Invoice Item. If you’re planning on sending several different invoices with all these charges broken out into their line items, select Create new item instead. That way, when it comes time to send invoices, you can click File> Send and quickly create dozens of duplicates without modifying or re-creating any entries from scratch.

Step 4: Save for future use

Right-click on your new invoice and select Save as. This will allow you to save your newly created invoice for future use. Your saved File can be easily opened by clicking Open from Windows or File from Mac OS. This is useful if you need to create more than one of these at once or are creating them for customers over an extended period. Ensure you have named your File properly, so it does not become lost among other files.

Step 5: Email carbon copy invoice (CCI)

To send an email CCI, you’ll need all your customer information, including full names and addresses. Then go to Files on QuickBooks’ main menu and choose Email Invoice. For emails, you will send later (because you’ve included them in QuickBooks), enter information about who’s receiving each Email, their company name, job title, and phone number. When filling out subject lines for these messages, use something memorable to know which one is which later. Here is detailed info about the carbon copy invoice.

Step 6: Access your CCI when needed

There are two ways to access your CCI. If you have QuickBooks Pro or Premier, you can right-click on an invoice and select Create Carbon Copy (or select it from Other Actions under your main menu). Or, if you prefer, go to Lists/Customer & Vendor Profile Lists/Carbon Copies and click New. You’ll be able to easily send copies of invoices that have been paid by entering in names and email addresses of those who need copies and then clicking Send Email (see below). Once you click New, enter a name for each address that will receive a CCI. Then all you need do is fill out your recipients’ information (shipping address, email address, and so on) before clicking OK.

Step 7. Customize CCI before sending out

Once you have created your CCI, you must check and customize it before sending it out. Are any changes needed on name, address, terms, conditions, rate, etc.? Ensure that you have all the necessary details by checking with your customer. This will help keep you from getting complaints about incorrect invoices once sent out. As explained earlier, ensure the due amount has been paid before giving a cc as no cc, no payment! (unless agreed) Please have a look at the sample below. We hope these business letter samples were useful for you. All these examples can be downloaded for free, so feel free to use them for personal or commercial use. Please note: these samples are only templates; we highly recommend that you seek professional advice when writing letters on behalf of your company.