How can I add an existing invoice to a project? I make our invoices via our quotes and we don't do them through projects. I don't want to lose any data or double up.

Hi Djurcinovska1, 

Thank you for reaching out on this. 

If you have created the project already, you can go back to the existing invoice and click on the drop down box for customer on the top left. You should be able to see the project you have created under the customer name. By selecting said project as the customer on the invoice, said invoice will be added to the project. 

Hope this helps and please let us know if you have any questions. 

Thanks. I did try that, but when the pop up box comes up with "This will remove linked transactions, do you want to keep attachments?" No matter what I chose, everything disappears. .....

Thank you for getting back to us here on the Community page, @djurcinovska1.

The steps provided by Intuit Zac should be able to help you add an existing invoice to a project. Since everything disappears when trying to modify the transaction, I encourage replicating the steps using a private window. The stored cache on the regular browser you're using may cause this unusual experience.

To save you time, you can use either of these shortcut keys:

• Google Chrome: press Ctrl + Shift + N
• Mozilla Firefox: press Ctrl + Shift + P
• Internet Explorer: press Ctrl + Shift + P
• Safari: press Command + Shift +N

If you're able to successfully add an existing invoice to a project, go back to your regular browser and clear its cache to start fresh.

Also, using other supported browsers can help us narrow down the cause of this unusual behavior.

For additional reference about the project feature, check out this article: Set up and use the Projects feature.

Let me know if you have any other questions. I'm always here to help. Have a good day!

Hi guys, 

I don't know what to tell you. I tried incognito, different browsers, and cleared cache. Nothing has worked. The invoice just disappears... 

Is there perhaps a setting i have somewhere not allowing this? Or is this not normal?

Thank you for your replies

Hi djurcinovska1-

Hmm, I think our agents will need to screen share with you in order to observe and troubleshoot this behavior. I would recommend you call in to our team to reach a solution on the invoices disappearing and then to add those invoices to projects. 

You can either call 1800 046 038, or you can follow the steps below to get a call back. 

1. In your QuickBooks Online, click the Help menu in the upper-right corner.
2. Select Contact us and enter the details of your concern.
3. Click Let's talk and choose Chat or Get a callback.
4. Enter the needed information.

Hope you have a great day!

-Christine

Having same issue

Hello there, @Elizabeth 1.

I'm here to guide you in adding your invoices to a project. This way, you'll be able to track your income to effective manage your growing business.

The existing invoice was originally linked to the customer and not to the project. That's why it'll be removed once you link it to a project. To fix this, you can delete the invoice and link the Quote to the project.

1. Go to the Sales menu.
2. Select the Invoices tab.
3. Locate the invoice, click the drop-down arrow under the Actions column, then select Delete.
4. Go to the All Sales tab, then find the Quote. You can select the Filter drop-down to easily locate the transaction.
5. Double-click the quote, then select the project name under the Customer name section.
6. Click Save.

Once done, you can now create an invoice out of the quote. Just select the Create invoice button, then save. I've attached a screenshot below for your reference.

You can use the "job costing" feature to calculate your profits and cost by project. If you wish to track your project labour costs, calculate the hourly cost rate for each worker. For the detailed steps, you can check out Step 5: Track your hourly time costs section of this article: Track income, costs, and profitability by project.

Please let me know if you have other concerns. I'm just around to help.

I agree, I also want to add existing invoices to projects, we provide a lot of estimates and therefore not worth creating the project first before things have been accepted, would be interested if there is any other work around.

Hi there, @barlidge.

At this time, adding an existing invoice to a project will remove linked transactions. You can follow the steps shared by my colleague Rea_M above as an alternative.

I can see how seamless your work will be if the linked transactions won't be removed when adding it to an existing invoice to a project. But I want to let know that your voice matters and I'm submitting feedback directly to our engineers for consideration.

For now, you can visit our blog site so you'll be able to get the latest news about QuickBooks and what our Product Care Team is working on. 

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I've got your back. Have a great day and be safe.

Hi, 

Came here for the same issue, I see I can't solve it. It would be really helpful to be able to link existing invoices to a project without having everything erased and lost, which is the problem I also have, that would make the feature really powerful.

Regards

Hi Yohany, 

I agree that this would be a fantastic feature so I will pass feedback on to the engineers to update this in the future. 

After doing some testing I have found if the invoice is open, QuickBooks will allow for you to edit the Customer name to become the Project, however if the invoice is paid (or has linked transactions) it will require for this to be removed before the customer details can be edited. 

Please reach back out if you have any other questions at all. 

Thanks, 

Rebecca 

I am adding my voice to the request list to be able to add a paid invoice to a project. Like other comments made, we do lots of estimates but not all turn into projects. We've been using QB for over 20 years, but just turned on the project function. We'd like to be able to do some backtracking to assign invoices to projects, even to just the beginning of this year, but I'm not going to attempt that until you announce that it can be seamlessly done without loss of transactions, links, or content.

Hi crmclaughlin81,

Let me run some quick tests and see if this is possible for adding existing invoices to projects. Bare with me whilst I have a look at your options.

Thanks,

-Steven

I too would like to request this option. We create hundreds of Estimates and do not create a Projects until the job is won. It would be a wonderful feature to link paid invoices to a project after the fact to track income/expenses properly. Please change this Quickbooks!

Hi crmclaughlin81,

After doing some testing for your inquiry we found that currently the Project feature does not support linking multiple customer invoices under one Project. The current feature creates a Project as a sub customer and only allows transactions to be posted under that one name. If you already have existing invoices that you wish to attach under a new project you can do so by:

1. Select Invoice
2. Select Customer drop down field, select the Project name
3. Select Save & Close

This will then change the invoice assigned from one customer to the sub-customer which is the project you have created, which will then appear under the projects transactions in the Project tab. Your feedback is valuable to us and I'd encourage you to share your thoughts for this product enhancement to us by following the below steps.

1. Select the Gear icon at the top, then Feedback.
2. Enter your comments or product suggestions then select Next.
3. You'll be provided a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
4. From the drop-down, choose the appropriate category, then select Send message.

Thanks, 

-Steven

Yeah, I'm echoing what others have said above. Adding existing Invoices to new or existing Projects feels like something that should be pretty obviously built-in for us. Would love to see how this gets implemented in the future.

Cheers!

Echoing my feedback as well. This is a function that should be available. This needs some resolution as we cannot be efficient in tracking anything on a newly created project.

doing that - a message box pops up saying, "This will remove any linked transactions.

I tried your recommendations and still had the message box pop up saying that linked info would be lost.

exactly!!!!

After I get the message box saying that the linked info will be lost - or whatever - then there is no exit option to dismiss that info box so the only way to do anything else is to either accept the problematic issue by agreeing or else to literally close the window entirely. 

It would be really great if there was a way to simply drag and drop customer inv or est or whatever into the project from the project screen! :)

I appreciate your time getting back here, Keely.

You will get this prompt when an invoice is converted from a billable expense. Changing the customer's name to a different project will not transfer invoice because it is already attached to the original project.

What we can do is delete the invoice and open the bill to update the customer's name from the Customer/Project column. 

To delete the invoice, here's how:

1. Go to Projects on the left panel.
2. Select the project name and click the Transactions tab.
3. Open the invoice, click More located at the bottom and select Delete.
4. Click Yes to confirm. 

Once done, go back to the Transactions tab and open the bill.

Here's how:

1. From the Transactions tab, click to open the Bill.
2. Change the project's name from the Customer/Project column.
3. Click Save and close.

Finally, open the project where you assigned the bill and click the Create invoice link on the billable expense. Here's a sample screenshot:

Feel free to read this article for more details: Projects FAQ.

If you have more questions about projects or other concerns with QuickBooks Online, please let me know in your reply. I'll be around to help you some more. Thanks.