When linking an existing invoice to a project it clears the data on the invoice?

Let me help you add your existing invoice to a project in QuickBooks Online (QBO), zadroindustries.

We can access your account through an incognito window. This mode is helpful because it doesn't store any site data. The stored cache on the regular browser you're using may cause this unusual experience.

• Ctrl+ Shift + N for Google Chrome
• Ctrl + Shift + P for Mozilla Firefox and Microsoft Edge
• Command + Shift + N for Safari

Once done, link the invoice to a project again. Here's how: 

1. Go to Sales and select Invoices.
2. Find and select the unpaid invoice.
3. Tap Edit invoice.
4. Click the Customer dropdown. Then select the project.
5. Press Save.

If it works, 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.

To add a paid invoice to your projects, the invoice disconnects from the attached payment. Then, the invoice status changes to unpaid. To resolve this, we'll need to edit the invoice and reconnect the payment to it to avoid accidentally charging your customer twice. For the steps and details, you can check out this article: Add existing invoices to projects in QuickBooks Online. Then, proceed to Learn more about paid invoices before editing section.

For additional reference about the project feature, check out this article: Set up and create projects in QuickBooks Online and Accountant.

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. 

Here is how to do it.

1. Create project

2. Change estimate to match project name

3. Create invoice out of the estimate

This the only way I found as it will not clear the estimate when you change names only the invoice when you try to change the name

Hi timberlineroofing,

Once you add a paid invoice to your project, the invoice disconnects from the attached payment and the invoice status changes to unpaid. This is also the same if an invoice was link from an estimate/quote. That is why it clears out all info and associations once you link them. When that happens, you'll have to reconnect the payment to the invoice to avoid accidentally charging your customer twice.

As a workaround, we can delete the invoice and associate a project with the estimate. With this, we'll have to convert the estimate again into an invoice and then receive the payment. We can now save the paid invoice with the associated project without clearing out the information.

First, let's delete the invoice:

1. Go to Sales and select Customers.
2. Click on the customer's name. 
3. Under the Transaction List tab, look for the invoice and click the drop-down icon under the Action column. 
4. Choose Delete and click on Yes. 

When done, let's open the estimate and associate a project under the customer's name. We'll have to create an invoice from the estimate then:

1. In the Transaction list tab, locate the estimate and double-click.
2. Choose the Project on the Customer drop-down.
3. Hit Save.  
4. On the same Estimate, click on Create invoice.
5. Once done, select Save. 

We now have to click on Receive Payment on the Invoice we've just created. With this, we're able to create an invoice from an estimate associated with a project without clearing all the line items.

Check out this link as well to learn more about: Create and manage projects in QuickBooks Online and Accountant.

Post again in the Community if you have further concerns.