Can the re-ordering that quickbooks is doing to our invoices when printing be stopped? It is making the invoices very confusing.

You'll need to manually arrange your invoice number to ascending order and then select the correct Status to ensure the printed information is organized to your preference, @lrog. I'm here to guide you through the process.

Please be aware that when batch printing invoices from the All Sales or Invoices section, the output will vary depending on the information included. If your invoice numbers aren't in sequential order, this will cause discrepancies when printing.

To fix this, here's how:

1. Open your QuickBooks Online company.
2. Go to Sales tab, then choose between All sales or Invoices section.
3. In the Invoices section, choose the appropriate information from the Status dropdown. If you're on the All sales tab, go to the Type dropdown and select Invoices. To adjust the status correctly, click on All statuses located beneath the Type dropdown.
4. Once there, click the NO. dropdown until it arranges the number accordingly.
5. Tick all the invoices you want to print, then go to the Batch action dropdown and click Print.

Afterward, you will be directed to a new window displaying a preview of your printing invoices. You will notice that your invoices are organized accordingly, allowing you to print them with ease.

However, if you're referring to the rearrangement of line items on your invoices when you print them, please know that the system will organize them based on the order they were added during invoice creation. Additionally, if you include service dates, they will be sorted in descending order on your print them, starting with the oldest date at the top and the most recent date at the bottom. 

Here's a screenshot for reference:

In addition, if you want to update your greeting for your customers when sending your sales forms, you can refer to this article for guidance: How to set up or change customer messages in QuickBooks Online.

For further support in arranging your invoices for printing, feel free to utilize this forum, lrog. We'll always got your back.

For clarification it is the line items on the invoices that are rearranging.  When I put an item on an invoice I want it to show that way on the PDF invoice.  It does not.  Looking at the comments this issue has been going on for years with no solution.  Why it is just impacting us now, I don't know.  This needs to be fixed by Quickbooks.  Your response is not helpful for this problem. 

I appreciate you for reaching back and clarifying your concern, @lrog. 

Having to maintain a clear and accurate record for your business is crucial and I'm here to help you sort this out to ensure your invoices will print correctly. 

When you create or edit invoices and add your line items, they should appear in order when you print the PDF. If you add service dates, regardless of your line item order on the invoice creation/editing screen, your dates will be sorted in descending order with the oldest date first, and the newest date at the bottom of your list.

See the screenshot below of how I created an invoice with service dates:

If you didn't enter service dates, the line items will show up in the PDF exactly as you originally entered them when creating the invoice.

To verify my understanding, are your dates not sorted in descending order from oldest to newest on the PDF version of your invoice as they should be?

If so, it might be a problem with your browser. When you encounter unexpected behavior like this, I recommend accessing your QuickBooks Online account in a private browsing window to ensure there are no outdated files leading to this issue. Here are the keyboard shortcuts that will help you accomplish this in all supported browsers:
 

• Safari: Command + Shift + N
• Mozilla Firefox: CTRL + Shift + P
• Google Chrome and Microsoft Edge: CTRL + Shift + N

Once you've logged into your account, print your invoice again and check if the line items print in order. If it works, it would be a good idea to clear the cache of the regular browser you're using to make sure this doesn't happen again. Alternatively, you can use another supported browser.

Furthermore, you may visit this article that can help you with your future tasks managing invoices in QuickBooks: Record invoice payments in QuickBooks Online

I'm ready to back you up if you have more questions or concerns about managing your invoices in QuickBooks. Simply leave a reply below or post a new question so we can get back to you.

I want the invoices to print as I enter them in Quickbooks not how quickbooks wants them to print.  I have billable expenses that are entered through out the month(s) that get billed back to the clients, I can't change those dates.  Quickbooks is ordering the items by the dates the billable expenses are entered and because we are entering the monthly services the date we are creating the invoices it is changing the order so that the items/expenses that occurred prior to the invoice date show first when it is printed or viewed as a PDF.  This is going to cause confusion for our clients and makes us look unprofessional.  I spent almost 2 hours on the phone with a rep, we went through all the same items everyone has been told to do over and over and none of that worked and then I find out this had been an ongoing issue for years that quickbooks should fix.  It is not browser or adobe issues this is a quickbooks issue. When items are entered on invoices they should stay the way we are entering them not be changed.

Your feedback is valuable, @lrog. 

I see the importance of ensuring they're printed exactly as you expect, regardless of the dates or other factors. Please know that the value of your perspective matters. Thus, I suggest providing feedback to our product engineers about this idea. They will carefully review your feedback, identify areas that require enhancements, and consider incorporating them into future updates. 

Here's how:

1. Hit the Gear icon at the top, then select Feedback.
2. Type in your product suggestions.
3. Click Next to submit feedback.

To keep track of your requests, visit our Customer Feedback page.

If you want to personalize your sales forms to enhance your business' communications, check out this article for your guide: Customize invoices, estimates, and sales receipts in QuickBooks Online.

I'm always around to provide support and guide you through any challenges you may encounter using QuickBooks Online. Just leave a comment below and I'll provide further help.

Just as everyone else has done I have left feedback and like everyone else I have had to find a work around to get the invoices to look the way I want them that is not confusing for our customers and not the way the Quickbooks has decided they should look.

Adding a subtotal seems to keep it in the order you arrange it.

Adding a subtotal to the end of the invoice seems to force it to print in the layout you choose.

Thank you for taking the time to update us with your feedback, @mmurdock.

We appreciate your insights regarding the addition of a subtotal. Your observation that it helps maintain the order in which items are arranged is valuable, and we will certainly take it into consideration as we continue to improve our services.

To further assist you with managing your invoices on our platform, I recommend bookmarking these helpful articles on QuickBooks Online (QBO). These resource guides are designed to empower you with tips and best practices to streamline your invoicing process and enhance your overall experience:

• Customize invoices, estimates, and sales receipts in QBO
• Set up and send progress invoices in QBO

As you move forward, remember that our Community is here to help with any QuickBooks questions you might have. Whether it's about printing invoices or something else, we're just a click away to offer support. Keep the conversation going, and reach out by posting or replying below. Thank you again for your engagement, and we look forward to helping you achieve your business goals.