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Level 1

Print 3 years of previous invoices for an audit

Is there a way to print all my previous 3 years worth of invoices, at once (with some kind of batch or macro command), for a government audit?  They want to see each and every one (500+) and I didn't print copies as I went along, since it was always on computer memory.  Thanks.

12 Comments
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Anonymous
Not applicable

Print 3 years of previous invoices for an audit

It's great to see you here, @arjanitor,

 

I can share some insights on how to print multiple invoices in QuickBooks Desktop.

 

You can print multiple invoices in QuickBooks Desktop. To do that, you'll need to open the sales transactions one a time, then mark to Print Later box. This way those items are added to the print queue. Let me guide you through the steps.

  1. Go to the Customers menu.
  2. Choose Customer Center.
  3. Tap the Transactions tab.
  4. Select Invoices.
  5. Double click the transaction then mark the Print Later box at the top.
  6. Click Save & Close.

Once done, you can now start printing your sales forms. Follow the steps below:

  1. Click the File menu.
  2. Choose Print Forms.
  3. Pick Invoices from the list.
  4. Select the A/R Account you want to use.
  5. (Optional) Mark the invoices you want to print, then click OK.
  6. Hit Print.

That should get your work done, @arjanitor. Let me know if you have any questions. I'll be around to assist you with QuickBooks. Have a great day!

Highlighted
Anonymous
Not applicable

Print 3 years of previous invoices for an audit

There's no way to batch force-print transactions that aren't marked to print.

 

But you can print them individually by opening each one and clicking the Print button at the top.  There is no need to mark them to print later first.

 

Still, are you sure you need to to this, to actually print them in invoice form?  A much much easier option is to create a Journal report, which shows all the accounting details for each invoice.  You can filter it for TransactionType = Invoice, the desired date range, and then add typical data columns you see on an invoice that aren't there by default, such as the Item, Qty, and Rate.

 

Start at Reports | Accountant & Taxes | Journal to create the report.

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Level 1

Print 3 years of previous invoices for an audit

Hi @arjanitor 

 

I have made a simple program that marks invoices as "print later" so you could print those marked invoices as a batch with  1 single click. also it can filter invoices base on transaction date and customer name. If your interested, contact me on  my email: [email address removed] I will be glad to help Thanks!

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Level 1

Print 3 years of previous invoices for an audit

So, really there isn't a way to batch print in QB. If you have to open each invoice and then click the 'print later' option, then why not just print each one, one at a time versus taking the time to click the print later option?

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QuickBooks Team

Print 3 years of previous invoices for an audit

Thanks for joining this thread, nonameplease.


Printing transactions by batch can be done in the desktop version. However, you still have to mark the Print Later feature for each invoice.

 

QuickBooks is continuously improving to enhance our customers’ experience while using it. Please know your voice is important to us, and we take customer’s suggestion as an opportunity to guide us on which area of the product we need to improve on.

 

I'll send this feedback on your behalf for consideration in future product updates. I want you to be the first to hear about the latest QuickBooks innovations, so I’m adding an article to view the details: Firm of the Future.

 

Reach out to me if you have any other concerns or questions. I’m more than happy to assist further. Have a good one.

 

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Level 1

Print 3 years of previous invoices for an audit

Thanks so much!  This tip saved me hours.

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Level 1

Print 3 years of previous invoices for an audit

Do tell I am intrested in knowing I have to print multiple years of invoices

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Level 1

Print 3 years of previous invoices for an audit

I would love to know how to do this

Highlighted
QuickBooks Team

Print 3 years of previous invoices for an audit

Hello there, drewboatlift,

 

I'd be glad to walk you through on how to print multiple invoices.

 

As mentioned by my colleague in this thread, you need to mark the Print Later box on each invoice. This will add the transaction to the print form queue and will let you print batch invoices.

 

You can follow the steps provided by Jen_D to see old invoices, then open each transaction from there.

 

After adding them to the queue, please follow the instructions below on how to print them.

  1. Go to the File menu.
  2. Select Print Forms, then Invoices.
    printinvoices.PNG
  3. On the Select Invoice to Print window, mark click OK.
    printinvoices1.PNG
  4. On the Print Invoices window, select your printer.
  5. Click Preview to view the forms you're printing.
  6. Click Print when you're ready.
    printinvoices2.PNG

If you're having issues with printing, emailing, or saving as a PDF, check this out: Troubleshoot PDF and Print problems with QuickBooks Desktop. This article provides solutions on how to resolve this.

 

Keep me posted if there's anything else you need and I'd be glad to help you out.

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Level 1

Print 3 years of previous invoices for an audit

Was there ever an update for this? I also have to print thousands of invoices for an audit which are coming from totals of A/R aging reports. 

Highlighted
QuickBooks Team

Print 3 years of previous invoices for an audit

Our engineers are still collecting more requests about this feature@lamr.


The more requests they get about a specific feature, the more chances it will be added in the next update or QB versions.

For now, you can follow these workaround to reprint old invoices by batch. Here's how:

 

  1. Go to Customers menu and select Income Tracker.
  2. Mark the Check-box as checked for the invoices you want to print. 
  3. Click Batch Actions drop-down, then choose Invoices.
  4. Choose your printing preferences and click Print.

You'll want to run invoice-related reports to help with the audit in QuickBooks Desktop. You can use the Transaction List by Customer report.

 

Reach out to me if you have any other concerns or questions. I’m more than happy to assist further.

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Level 1

Print 3 years of previous invoices for an audit

The above instructions will only work if the invoices being printed have an open balance.

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