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I need to adjust the quantity of a line item on an invoice. The invoice was created from an estimate and can't change the quantity. I've disabled Progress Invoicing

 
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Community Champion

I need to adjust the quantity of a line item on an invoice. The invoice was created from an estimate and can't change the quantity. I've disabled Progress Invoicing

Hello DigitalMan,

I hope you are having a great weekend! I was able to take this for a test run here on my end (with progress invoicing turned on). From the Estimate I created an invoice, and depending on the selection we make, it will be slightly different in the choices we make.

If we chose to only charge a percentage, the percentage we enter will then auto populate a QTY for you.

For example if your your Line Item was created to sell $100.00 and our estimate had a QTY of four, if we were to enter 25%, we would automatically get a QTY of 1 on the invoice.

If we chose to charge a dollar amount per line item, again depending on the dollar value entered, a QTY will automatically generate for you depending on what we have entered as a selling price for the specific line item.

So if you were looking for a specific QTY we would have to do a minor math equation to figure out what percentage or what dollar value would create the QTY amount needed for your invoice.

I hope that makes sense! Let me know if I can assist further. I also would like to forward you some additional information in regards to the topic:

Set up and send progress invoices in QuickBooks Online
https://quickbooks.intuit.com/learn-support/en-ca/manage-invoices/set-up-and-send-progress-invoices-...

I hope you have a great rest of the evening!

Kindest Regards,
Lourdes Fernandez

QuickBooks Team

I need to adjust the quantity of a line item on an invoice. The invoice was created from an estimate and can't change the quantity. I've disabled Progress Invoicing

Hello DigitalMan,

 

I love that you've been taking advantage of the ability to create invoices from your estimates in QuickBooks Online. It's a handy feature that makes entering transactions a much more streamlined process. @Lourdes-Fernandez has explained how you change the quantity on the invoice you've created using Progress Invoicing, but since you said you've turned that feature off I want to go over how you can make the change without it.

 

When Progress Invoicing is turned off and you create an Invoice from an Estimate, it's for the entire value of the estimate. Once that invoice is created, the estimate will be marked as Closed. If you'd like to adjust the quantity on the invoice you can still do that, but it's important to note that it won't adjust the quantity on the estimate, and won't re-open the estimate. You'll simply be changing the invoice, and if you still wish you invoice your customer for the remaining quantity that was listed on the estimate, you'll have to create a new invoice. Here's how to adjust the quantity of a line on an invoice:

 

  1. From the Sales menu, locate the invoice.
  2. Click to open it.
  3. Select the line that you'd like to adjust.
  4. Manually enter the new QTY using the corresponding field.
  5. Hit Save and close to save your changes.
  6. You'll get a prompt that says "The transaction you are editing is linked to others. Are you sure you want to modify it?". Select Yes to proceed.

 

Once you've made the changes, you should notice that the original estimate remains unchanged. If necessary you can use the same steps as listed above to change the quantity of the same line on the estimate, so that it matches the invoice. Use the Save and send option if you'll need to re-send the invoice or estimate to your customer once the changes have been made.

 

While this method is effective, it's not quite as efficient as the method that @Lourdes-Fernandez shared above. Using Progress Invoicing is the best way to create an invoice for a portion of an estimate. Here's the article shared above, it's a great resource and once you've given it a go over you'll be able to decide whether Progress Invoicing is a feature your business will benefit from: Set up and send progress invoices in QuickBooks Online

 

Let me know if you have any additional questions. I'm here to help!