Use different invoice numbers for imported invoices without affecting the next normal invoice number

Hello IanCollins, 

Welcome to the Community page, 

There is no way to have different numbers set for invoices. 

There is just one number sequence, in Quickbooks, there is no way to set it to do two number sequences. 

You can always leave feedback in the main cogwheel this gets sent straight to our developer's team and might be something that comes out in the future. 

Hi Ashleigh,

Thanks for the reply.

Is there a way for imported invoices to not update the last invoice number?

I was hoping that the imported invoices would have numbers in the 10000 range, whilst normal manually entered invoices would continue to use the existing number sequence?

Thanks

ian..

Hello Ian, 

Thanks for your reply, 

Unfortunately, there is no way at all to have 2 number sequences going for invoices in Quickbooks. 

If you have a number sequence for your manually invoices that say is 1005 but then you import some invoices in and you can tell it to be invoice number 2005 instead what happens is it will through the 1005 sequences out and continue from the new number that was set so from the new 2005 as it the sequence so the next invoice you either import or manually add would be 2006. 

So in Quickbooks, you are unable to run invoices that are manually added in on say a sequence 1005, 1006 and so on and then import invoices on a new sequence of 2005 then 2006 what happens is if the original number is changed it will then just continue and follow on from the new number that is set. 

You can always leave feedback on this in the product as I have suggested in the reply above. 

It would just be super duper if Quickbooks could recognize an imported invoice and ignore it's number when creating the next quickbooks generated invoice.

Ie. Stripe tools like Synder import the transaction ID from Stripe (a gobblygook mess of alphanumeric characters) which Quickbooks then has no idea what to do with and breaks. Then when I create a new invoice for a client, it's also a mess... which in turn results in a call from my client "can you provide me with an actual invoice number?"

So.. can you task a dev to fix this with a toggle option? (ie: [ X |   ] Ignore imported invoice numbers).

Thanks for sharing your feedback here in the QuickBooks Community, @midnightlightning.

I understand how it is helpful for you to have the feature to ignore imported invoice numbers in QuickBooks. Since this option is unavailable as mentioned by @Ashleigh1, rest assured that I'll take note of your request and will update you once we receive a product enhancement update about the availability of this feature.

You can also send your feedback through your account. Let me show you how: 

1. Go to the Gear icon at the top, then select Feedback.
2. Enter your product suggestions then choose Next.
3. You'll be given a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
4. From the drop-down, click the appropriate category, then select Send message.

In the meantime, I'd recommend visiting our QuickBooks blog. This way you'll be updated with the latest news and updates.

You'll want to personalise your invoices, here's how to create custom templates.

Please know that you're always welcome to post if you have any other concerns about your QuickBooks. I'll be around to help you out. Have a pleasant day.

Does quickbooks support this yet? 

Thank you for joining in on the thread, JPS3.

Upon checking, the said feature is currently unavailable and there is also no announcement that it will be implemented in the future. I think using two systems with different sequences of invoice numbers will create confusion among your customers. It's possible that a customer will have the same invoice number for two different transactions.

On the other hand, uploading historical invoices from an old system is a different thing. Let's say the old system used invoice numbers 1-1000 and the number in QBO starts from 1001, this is fine. The count continues in QBO.

You can also check about showing transaction numbers on sales forms for your additional reference.

Let me know if you have any other concerns. Take care and have a good one.

I need to us two invoice sequences as I have one that is created from a project management software which is then integrated with QuickBooks then monthly direct debit customers paying for a monthly contract that is raised as a reoccurring transactions on QuickBooks and linked to go cardless so I need this to be a (SC)number running independently to the invoice sequence coming from the project management system. Any ideas of a way to sort it? 

I understand how useful for you to use two invoice sequences on imported invoices, @JPS3.

My colleague's responses are correct. Right now, there's only one number sequence in QBO. The option to use the two number sequence feature on your imported invoices in QuickBooks Online is unavailable.

In the meantime, we're taking notes of your suggestions to let our product engineers know about this.

I'm adding this helpful guide to learn more about handling sales forms in QBO: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Message us back if you have additional queries regarding invoices or QuickBooks in general. The Community is available 24/7 to assist. Keep safe!