Hello, ShannonFord. 

Thanks for reaching out to the Community. As mentioned by one of my Colleagues, if you add a paid invoice to a project, the invoice will disconnect from the attached payment. That said, we don’t recommend adding invoices linked to more than one other transaction. If you add a linked invoice to a project, only the invoice is added. You’ll need to add the linked transactions to the project and reconnect them to the invoice.

Also, you can add existing estimates to projects as long as you haven’t converted them to invoices. 

To give you more insight, you can review these helpful articles. This should point you in the right direction: 

• Add existing invoices to QuickBooks Online Projects 
• Record invoice payments in QuickBooks Online 
   

Don't hesitate to reach back out to me should you have any other concerns with QuickBooks. I'm always here to lend a helping hand. Have a good one!

Maybe I wasn't clear.. the invoice that won't move without losing everything? No payments yet. So.. An invoice with no payments will not move without losing every line item on it.

Thanks for getting back to this thread, @ShannonFord.

I'm here to assist you in reaching your goals in QuickBooks. However, I need more details about your concern.

I'd like to know if the project has an existing credit applied that caused the invoices to be zeroed out. I appreciate any extra information or any visual reference you can give, and it will help us isolate the issue and provide the best solution.

We'll keep an eye for your reply. Take care!

No. The one invoice that has a payment moved over and I took the steps to move the payment as well. This invoice that zeroes out .. that loses all line items.. has no credits

You won't be able to move it. You'll have to recreate the line items, or recreate the invoice from the estimate which was already moved over. The quickbooks folks won't acknowledge that we've been sold a broken product, or that they're spamming us with ads while we use their broken product.

That’s because they cannot acknowledge what they clearly don’t understand.   And they call themselves experts. 

It's a pleasure to hear again from you, @ShannonFord.

It's possible that you may have accidentally created another invoice instead of moving the existing one. To fix this, let's delete the invoice that you've mentioned. 

Here's how:

1. Log in to your QBO account.
2. Select Transactions, then select All Sales.
3. Locate the transaction. 
4. In the Action column, click the small arrow ▼ icon and then select Delete.
   
   

Another way to delete the invoices is by opening them. Let me show you how:

1. Open the required transaction. 
2. In the Action column, select the small arrow ▼ icon and then select View/Edit to open the transaction.
3. Click More in the footer and then choose Delete.
4. Select Yes to confirm.
   
   

Once done, turn off the automatically apply credits feature by going to the Accounts and Settings section. This way, you'll be able to apply for credits manually.

Then, open the existing invoice. Move it to the correct project then save the changes. Once done, apply for the necessary payments or credits. For additional info, please see this article: Add existing invoices to QuickBooks Online Projects.

I've also attached a link to help record invoice payments in QuickBooks Online. 

As always, you're free to leave a comment if you have further questions about managing your invoices in QuickBooks. I'll be happy to help. Keep safe!

Okay. This is like the second third 20 millionth time. I've said this there are no payments on this invoice. This invoice has not yet been paid. What part of that are you not understanding? I am trying to move an invoice that has never had a payment applied. I don't want to delete it because I'm waiting on the customer to make a payment on it and I have already emailed it to the customer. Plus I shouldn't have to go through all of this. Definitely paying way too much money for this. Ridiculous situation

I appreciate you sharing some clarifications regarding your concern, ShannonFord.

Let's get this straightened out for you. Since there's no payment yet attached to the invoice, there's no need to delete it. Instead, you can edit it. I'll show you the steps on how to do it:

1. In your QBO account, go to the Sales menu.
2. Choose the Invoices tab.
3. Select the transaction you want to transfer and click the Edit invoice button.
4. Make the necessary changes.
5. Click Save.

In addition, let me attach this link to help you with the process of entering invoice payments in QBO: Receive and record invoice payments

I'm leaving you some recommended resources for more tips on how QuickBooks works: Help Articles.

Be sure to get back to me if you have additional questions. It would be my pleasure to help. Have a good one!

Are you even serious? I know how to edit it. I'm changing it from the customer to the project and that causes it to lose all line items. This is seriously the most useless conversation I've ever had

---

@Charies_M wrote:

I appreciate you sharing some clarifications regarding your concern, ShannonFord.

 

Let's get this straightened out for you. Since there's no payment yet attached to the invoice, there's no need to delete it. Instead, you can edit it. I'll show you the steps on how to do it:

 

1. In your QBO account, go to the Sales menu.
2. Choose the Invoices tab.
3. Select the transaction you want to transfer and click the Edit invoice button.
4. Make the necessary changes.
5. Click Save.

In addition, let me attach this link to help you with the process of entering invoice payments in QBO: Receive and record invoice payments

 

I'm leaving you some recommended resources for more tips on how QuickBooks works: Help Articles.

 

Be sure to get back to me if you have additional questions. It would be my pleasure to help. Have a good one!

---

This post goes back several years.  QuickBooks doesn’t know the answer.  New software development is the only way this fundamental feature will be available.  QuickBooks has probably lent tens of thousands of dollars in wages on useless answers to this question. 

Has this been fixed in QBO? I am having a similar problem. 

Hi CrystalK, 

Thanks for joining the thread. 

QuickBooks Online allows you to edit the customer name to become the project however if an invoice is paid or has linked transactions, you'll need to remove it first before you can edit it. Let me show you how to do this in QuickBooks Online.

To delete an invoice

1. Open the invoice.
2. Click More on the footer and select Delete.

To edit a quote

1. Open the quote. 
2. On Customer drop-down menu select the Customer: Project name. 
3. Once you've confirmed that the details on the quote are correct, click Save.

To recreate the invoice from a quote

1. Open the quote.
2. On the upper right, click Create invoice. 
3. Select an option on How much do you want to invoice?
4. Select Create invoice.
5. Details on the quote will be added on the invoice. Select Save.

Before you create a quote or invoice, make sure you've selected the correct project of the customer. Or you may also create these transactions directly on the Projects tab. 

You can also check on this article for your reference: Add existing invoices to QuickBooks Online Projects. 

Feel free to message us back if you have any other questions. Have a great day! 

In this case we have hundreds of invoices needing to be assigned to a project. These invoices were uploaded to qbo via a csv file. So I would need to go into each individual invoice and edit it?

I appreciate you for getting back to this thread, @CrystalK. 

Yes, you will need to go into each invoice and modify them. I can see the relevance of having the option to edit them in bulk. Currently, this is unavailable in QuickBooks Online.

For detailed steps on how to revise each invoice, please refer to the answer given by @IntuitAika. 

Additionally, let me also attach this link to add existing invoices to QuickBooks Online Projects.

As always, you can get back to this thread if you have additional questions about managing your invoices. I'll be around to help you.

I too agree with what everyone else has been saying on this subject going back to 2020.  If you create an invoice in a Project and select the Customers name, the invoice is populated with their information.  If you then change the Customer name to the Project name, you loose all the populated information thus requiring for you to manually enter.  This is a terrible idea and a very cumbersome process.  All we need is a Project field within an invoice?  Is this being worked on?

Bob

Thanks for joining the thread, @Carrera09s.

I know how important it is to have the Project field within the invoice. This feature enables you to easily add the project to a customer's invoice without removing the invoice details. In the meantime, the update related to this functionality is unavailable. What I can suggest is to submit feedback to QuickBooks Online. By going to the Gear icon and then selecting the Feedback feature.

Additionally, while this feature is unavailable, I'd like you to read the articles relevant to our topic and the benefits:

• Setup and create projects in QuickBooks Online
• Add existing invoices to QuickBooks Online

I always want to fulfill your business needs. If you have other concerns about projects or any customer-related questions, let me know. You can count on me anytime. Stay safe and well!

I'm also having this problem, and none of the QB employees seem to be understanding what we're talking about and keep offering solutions that don't work.

If we try to add an invoice to a project by changing the Customer field to Customer:Project, it will completely reset the invoice and all line items will be removed.  This happens regardless if there are payments attached.

All we want to do is change Customer  to  Customer:Project without resetting the invoice.  It works with estimates, not with invoices.  Hopefully this is clear.

Hello pbel,

This is not the experience we wanted to have for our customers. Since you've tried doing the troubleshooting steps provided above. For us to better assists you, I'd recommend reaching out to our Customer Care Team. That way, one of our support can further check the invoice and the project you wanted to link in a secure form.

1. Go to Help (?).
2. Select Contact Us.
3. Enter your concern, then select Let's talk.
4. Choose a way to connect with us:

• Start a chat with a support expert.
• Get a callback from the next available expert.

Also, you might want to check this article to learn more about how to Add existing invoices to QuickBooks Online Projects.

Post a comment if you need more help with QuickBooks Online. The Community is here to help you.

This is not good enough QBO. This issue has been unresolved since 2020. Deleting invoices is not a fix. Resolving the software error is the fix we want. 

It's just another useless QuickBooks feature, like the mileage tracking that no one is able to see.

I upgraded my membership to be able to do historical job costing. I guess I will downgrade back.

Hi ch496, 

Thanks for joining the thread. You can follow these steps to downgrade your subscription. 

1. Go to Gear icon and select Account and Settings. 
2. Select Billing and Subscription. 
3. Select Downgrade subscription.
4. Select the plan you would like to use and confirm. 

For more detailed information, you may check on this article: Upgrade or downgrade your QuickBooks Online subscription.

Let me know if you need any help with your subscription. Have a great day! 

I can't even believe that I had to discover this ridiculous thread.  This should be ONE CLICK.  Add to project?  Done.  How has this been complained about for YEARS and its still a 10 step process?  What the hell are we paying for here? 

For those of you at quickbooks who have never done anything but act like a spam bot, this is what people running small businesses do:

First, we work with a potential client about maybe getting a job.  If things go well, and in some meaningful way, things are planned out, then sure...there's a project name.  But more often than not, your estimate/1st invoice gets paid and THATS when a project exists.  NOT before.  But now, thanks to this overpriced software which does nothing directly without some goofy loophole or workaround, I need to create a project and create more work for myself just to put it in the place where it should go without knocking the books out of whack? 

It should go like this:  oh, look, I got paid for my first invoice/deposit.  Great, now I can add this to my new project that I created (since the project now actually exists) by opening up the invoice, clicking on add to project, and DONE.  ONE STEP.  Does anyone who codes or develop UX/UI or any of the supposed TEAMS of people who work on this software actually check this stuff?  Do they ever even use it?  I mean this is the most basic of functionality, and I feel like I'm being bamboozled.  I'm definitely looking elsewhere for my bookkeeping, this is getting old.  Everytime it seems like this program might get usable, it just gets more convoluted.  I'm going to start looking at threads on how to port my data to literally anything else but Quickbooks.  Feel free to send me a "helpful link"