Invoice shows incorrect prior amount from estimate

I know how precious your time is, @lar905. I appreciate all your efforts in dealing with this estimate and invoice issue in QuickBooks Desktop. 

You're right that the estimate's remaining balance shouldn't show as fully invoiced since you haven't done so. Someone may have invoiced your estimate's remaining balance. That could be why it shows as fully invoiced. Thus, I'd recommend checking the Audit Trail report to review your account activities or determine if this is the case.

Go as follows:

1. Click Reports at the top menu bar and choose Account & Taxes.
2. Select Audit Trail.
3. On the report screen, click Customize Report.
4. Go to the Filter tab and search for the Transaction type.
5. Choose Invoice and filter the other details you want to show in the report.
6. Hit OK. 

If no one changes your transactions, I'd suggest calling our Customer Care Team again. I know you've already talked to them, but they're the only ones who can give you a more in-depth look at your transactions. They can also submit a ticket to our product engineers for further investigation. Please call them within business hours for a swift response. 

In addition, you can run the Job Progress Invoices vs. Estimates report  to track how much you invoice for each estimate.

Moreover, check out the following articles below for more information on how to record bank deposits and add estimates to projects:

• Record and make bank deposits in QuickBooks
• Add estimates to the job feature in QuickBooks

Please let me know if you have further questions about your progress invoice or any other QuickBooks issues. I'm always willing to help. Keep yourself safe.

Thank you for taking the time to respond. I have done all you suggested and no one creates invoices except me. I had to delete the invoices, payments and deposits, go back and delete the line items that were incorrect l then put them back in at the bottom of the estimate and recreate the invoices. Definitely a problem in the program! Thank you!

Agreed - definitely a problem in the program.  Even recreating the invoices doesn't solve the problem.  I've had this issue more than once.  It's an ongoing monster in QB.  If I was relying only on QB to track our projects we would be in a world of trouble.  We have to rely on the AIA documents in Excel to keep the fund balances accurate.  It's unfortunate. I really wish QB would find a fix for this issue.

I have this same issue.  Quickbooks...you charge a VERY heavy price for your software please update it to sove this issue!

Let's go over a couple of troubleshooting techniques to resolve your issue regarding progress invoicing in QuickBooks Desktop (QBDT), @sjsharki01.

Before doing so, let's ensure to back up your company file so you can seamlessly restore your data when you run into problems as we go along. 

Then, let's check the Audit Trail report for any modifications made to the invoice. A user may have made changes to the transaction, that's why it displays an incorrect amount after converting from an estimate. To do so, go to the Reports menu, click Accountant & Taxes, then Audit Trail.

If there are no alterations, I suggest manually deleting and recreating the invoice to trigger the system to correct the changes. 

However, if the issue continues, it's more likely data damage. Don't worry. Follow the solutions stated in this article to repair minor company file issues: Fix data damage on your QuickBooks Desktop company file. Ensure to update the program to the latest release for an enhanced QBDT experience.

Furthermore, you can use and customize invoice templates to give them a nice appearance when sending them to your customers. 

It's always my priority to address your invoice concerns in the Community. To keep me updated, tag my name in your replies and I'll be there right away to respond. Be safe and well.

Apparently you didn't read my message -- I have tried deleting and re-entering the invoice -- does not work.  I don't have hours to go through the other "fixes" offered here.  It's simpler to rely on the AIA documents and excel to correctly track project totals.  QB is expensive - it should work.    This is a re-occurring issue.  I've seen it more than once at more than one company that I have worked with.  Simply put - QB is faulty and it needs to fix the problem.

I understand how frustrating it can be when things don't go as planned, HCValerie. Please know that we aim to provide you with a better experience than what you are currently encountering.

Aside from the steps you've done, make sure also to update your QuickBooks Desktop to the latest release to keep your software up-to-date. This way, you'll always have the latest features and fixes. Also, fixing data damage on your QBDT company file helps eliminates issues when doing recent and future tasks within the system. 

However, if the same thing happens even after doing these steps, then it's best to contact our QuickBooks Desktop Support Team. They'll be able to pull up your account securely and further investigate what's causing the issue. You can also have a screen-sharing session with them to identify the issue on your end and walk you through the resolution. Here's how to contact:

1. Go to the Help icon and select QuickBooks Desktop Help.
2. Click Contact Us.
3. Write your concerns in the description box, then select Continue.
4. Select which one of the support options you'd like to use.

Moreover, you'll want to visit this article if you want to get a closer look at your transactions and business finances: Run reports in QuickBooks Desktop. This also includes customizing your report.

Keep us updated on how it goes. You can always get back to this thread and leave a comment below if you have other concerns. We'd be happy to assist in the best way we can. Take care.