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KarenK1977
New Member
July 17, 2026
Question

Sales invoice sequencing

  • July 17, 2026
  • 4 replies
  • 196 views

Hello, This is a question for the QBO program. I am a bookkeeper that does not enter the sales invoices for the client, as he does this himself. I do record credit memo’s such as rebates for customers. When I enter a credit memo I usually use the invoice# with CR on the end, ie. invoice #45108CR. Is there a way for me to start the correct sales invoice # sequence again so that the client doesn’t continue send out invoices 45109CR on it😊? He doesn’t look at the invoice number, so has sent out several invoices with CR on the end.

4 replies

Joemar_BQuickBooks Team
QuickBooks Team
July 17, 2026

Yes. Manually set the invoice number sequence by turning on Custom transaction numbers under Custom fields. Here’s how:

 

  1. Go to the Gear icon and select Account and Settings.
  2. Click Sales in the left menu, then click the pencil icon to edit Sales form content.
  3. Turn on Custom transaction numbers. This allows the number field to be editable.
  4. Hit Save and Done.

  5. Select any invoice, then select Edit invoice. Or, select Create invoice to create a new invoice.

  6. In the Invoice no. field, type the number you want the sequence to restart from.
  7. Then Save and close.

 

From that point forward, QBO will continue sequencing from that number. Once it's set, the docs will actually recommend turning Custom transaction numbers back off, that locks the sequence in place while still displaying the numbers on customer-facing forms.

 

For further guidance, check out this article: Add custom transaction numbers to sales forms in QuickBooks Online.

 

If you have any additional questions, please don’t hesitate to reach out. We're always here to assist you.

KarenK1977Author
New Member
July 22, 2026

Thank you for your response. We have the custom transaction numbers turned on, unfortunately what you’ve noted doesn’t work unless you can save a new sale invoice with the corrected invoice number. I don’t enter sales invoices. I tried opening up the last sales invoice and saving and closing, and it didn’t work. Any other ideas?

Jovelyn_MQuickBooks Team
QuickBooks Team
July 23, 2026

Could you clarify what happens after you save and close the last invoice?

 

If you're seeing an alert about a duplicate invoice number, using a unique number will clear the prompt and reset your sequence. 

 

However, if you're expecting past invoices to update automatically, please note that numbers don't change retroactively. The system will always increment forward from the highest number previously used.

 

If you still need further assistance, please don't hesitate to leave a post below.

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