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Community Contributor *

Posting activities without sending invoice

Is there a way to post an activity to an invoice without sending it? We work with a lot of insurance companies so our invoices are not always sent through QB Online but would like to manually enter activity updates.

 

Sent through QBO.PNG Sent outside QBO.PNG

7 REPLIES 7
QuickBooks Team

Re: Posting activities without sending invoice

Glad to have you here in the Community, @evista_michelle

 

I appreciate you providing a screenshot for me to get a better picture of your concern. 

 

Yes, you can manually enter activity updates on the invoice. However, please make sure not to click the Save and send button at the bottom of the invoice after saving it. This way, it will not be sent to your customers from the program. 

 

You can choose Save and new if you wish to save your work and create a new invoice. Select Save and close to save it and close the screen. Just click Save if you want to save the changes without leaving the invoice.

 

Please see the screenshot below to serve as your visual guide. 

 

 

 

Please check out these helpful articles to learn more about managing your customers and income in QuickBooks. 

 

That's it, @evista_michelle. Feel free to reach out to us again if you have any other concerns. I'll be here to help.

Established Community Backer ***

Re: Posting activities without sending invoice

@evista_michelle 

 

An invoice and sales receipt, are final sales, as such they should not be changed, doing so changes the accounting that posts from that invoice 

 

Charges to the customer should be accumulated on an estimate, and when ready, then the invoice is created for the customer, the final sale.

Community Contributor *

Re: Posting activities without sending invoice

@RaymondJayO  Thank you. I've tried hitting save and close, however there is area in the invoice screen to post an activity. It only appears after sending through QBO.

Community Contributor *

Re: Posting activities without sending invoice

@Rustler thank you, but I am not  trying to change anything on the invoice. 

Established Community Backer ***

Re: Posting activities without sending invoice


@evista_michelle wrote:

@Rustler thank you, but I am not  trying to change anything on the invoice. 


I read this in your initial post, manually enter activity updates.

 

What do you mean then?

Community Contributor *

Re: Posting activities without sending invoice

I would like to post an activity saying when and the invoice was sent to, similar to the activity QBO automatically generates.  The problem I'm running into is the field for the acivitiy log isn't showing up at the bottom of the invoice page unless the invoice is sent using QBO. 

Established Community Backer ***

Re: Posting activities without sending invoice

QBO will not track nor is there a field for invoices sent other than by email

enter the date, etc in the memo block

 

or create an email address and have it sent there on the day you mail it/deliver it