Not all invoices how up in the invoice menu

Hello ddaejm7,

I know how much of an impact transaction numbers can make when keeping track of invoices you've entered into QuickBooks Online. I want to make sure you've got all the invoices that should be in the system and that you can find out what's happened with those transactions.

Great job with the troubleshooting and searching you've done so far. Searching by transaction number is certainly a useful option and can help you find things quickly. Since that didn't bring up any results, I have somewhere else I'd like you to look: The Audit Log.

The program's Audit Log is a fantastic tool to see all activity on your account, including creating and deleting transactions. Since you're not seeing those invoice numbers when searching, it could be that they were deleted by someone else. Here's how you can check.

1. Select the Gear icon.
2. Choose Audit Log.
3. Click Filter.
4. Select Show only these events.
5. Check off Transactions.
6. Choose Deleted/Voided Transactions from the Show drop-down.
7. Click Apply.

This will show you all transactions that have been deleted. If you're seeing those missing invoice numbers in here, that means someone deleted them. There isn't a way to restore the transactions, but you can recreate them. You can even use the details in the View section if needed.

Feel free to try out other filter options in the Audit Log to see what you can find. Here's an article that can help: Use the audit log in QuickBooks Online

For further troubleshooting and assistance, contact the QuickBooks Online support team. By speaking with an agent directly, you can do more troubleshooting if necessary.

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Have a great day.

Hi LauraAB,

Thank you for your response, I am back from my mini staycation and just now had a chance to read your response. The problem isn't a deleted invoice. I have attached a file from the sample company - not client data!  If I go through the invoicing tab on the side bar menu and then to  invoices, not all the "invoiced and paid" invoices show up, they only do if I manually search for them or run a sales report. If looking at the file it's as tho for example inv#8 isn't there. It does show in the snip but in my clients file it doesn't. Any and all help is appreciate, thank you. 

Hi ddaejm7. I want to make sure you get the support you need with this, I recommend contacting our support team for further assistance with this. You can reach out to our team by using any one of these methods below:

Phone and Chat: Click Contact Us to learn how to reach phone and chat support.

Schedule a Callback: click (?)Help in the upper right > click Contact Us > explain your situation > click Let's Talk > choose Get a callback (Note: Callback hours are the same as regular phone hours.)

Social Media: Facebook, Twitter, and Instagram from Monday to Friday between 9 a.m. and 8 p.m. ET.

Let me know if you have other question by leaving a comment below. I'm here to help. 

Hi JamesM,

I did reach out but they couldn't answer my question, they didn't know even when I did a screen share. I am at a loss as to why.

Hi there ddaejm7,

I'm glad to hear that you've been in touch with support and appreciate the additional screenshots you've shared on this thread. I've reread this thread and I see I misread your initial response a bit, which is my mistake. Now with seeing all of this again and the dates available on your screenshot, I have another idea of what might be going on and I'd like to go over it.

The Invoices tab displays the last 365 days worth of invoice transactions. If the invoices you're looking for are for some reason dated outside of that date range, you won't be able to see them in that tab. The same is true for the All Sales tab. When you're looking for invoices from farther back than 365 days, the best option is to run reports such as Invoice List or Invoices and Received Payments so you can use the report customization options to filter for the date ranges you like. Another option is to use the Customers tab, select a customer name, and then review that particular customer's Transactions list.

If I'm still not quite hitting the mark with what's going on, I invite you to reach out using the social media option. There, you'll reach me and my team, and we'd be happy to review the situation with you to find out what's going on.

Let me know if that helps!

Hi LauraAB,

I checked and nope that;s not it either. I will reach out to you. Cheers.

Donna