Recurring invoices numbering themselves incorrectly

Hello @jericho18,

Getting duplicate numbers on invoices causes difficulties in identifying transactions from the system. Allow me to chime in and lend a hand with your recurring transactions in QuickBooks Online.

You're right. The option to add invoice numbers through the recurring templates is unavailable.

As a workaround, use custom transaction numbers for your recurring invoices. Once turned on, you can edit your invoices and manually correct the details.

Here's how:

1. On the left navigation bar, click Sales.
2. Go to the Invoices tab.
3. Open the invoice.
4. Press Customize at the bottom.
5. Select a template.
6. Click Edit current.
7. Switch to the Content tab.
8. Scroll down to Form, then enable Use custom transaction numbers.
9. Hit Done.
10. Add the invoice number. 

Also, customizing the appearance and layout of sales forms is a simple yet effective way to enhance your business communications. I've attached an article you use to learn more about personalizing the details of your forms in QuickBooks: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Let us know if you still have more questions about recurring transactions by leaving a reply. Take care, and have a great rest of the day.

Under Content there is no option FORM

Following the steps provided by my colleague above is a good start, @jericho18. This will enable you to customize your recurring invoice number in QuickBooks Online (QBO).

Regarding your concern about navigating to the Content tab, are you referring to the form shown below? If so, I’d recommend performing troubleshooting steps to rectify this type of issue and allow you to use the application flawlessly.

To start, please open a private window of your browser to get started. It pinpoints the cache that frequently results in strange behavior from browsers.

Here are the keyboard shortcuts to open a private browser:

• Google Chrome: press Ctrl + Shift + N
• Mozilla Firefox: press Ctrl + Shift + P
• Microsoft Edge: press Ctrl + Shift + P
• Safari: press Command + Shift +N

Once done, proceed to clear the cache in the browser to prevent this from happening again. If you have another supported browser, you can choose that instead.

Furthermore, if your customer decides to pay the invoices, check out this handy article to mark this paid: Record invoice payments in QuickBooks Online.

Feel free to add a reply if you have more questions about recurring invoices. The Community always has your back. Stay safe!

Doesn't this still create an issue, being that you have to allow invoices to be invoiced first, presumably having already been delivered to the customer, before editing the invoice? Wouldn't this confuse the customer if their invoice number changes after it's been delivered to them?

Hi there, launch. When sending an invoice to your customers, it's advisable to email them the correct information. Let me help you change the recurring invoice number so your customer will receive accurate information.

We can modify your recurring invoice transaction template by unticking the Automatically send emails and setting the Type to Reminder. By doing this, you can customize the information you've sent. Also, you can specify your reminder preferences, such as the number of days before or after the due date and the number of templates for recurring invoices.

However, please know that you'll have to manually email your customer after making these changes, as it's not possible to modify the invoice template number.

To accomplish this, you can follow the steps I'll share below.

1. Open your QBO.
2. Head to the Gear icon in your upper right corner and click Recurring transactions.
3. Click the template you want to edit.
4. Go to the Type dropdown and select Reminder.
5. In the Option section, untick the Automatically send emails.
6. Make necessary changes in the template.
7. Once done, click Save template.

Since you've selected Reminder, you'll be reminded by the system that you have to send a recurring invoice to a specific customer.

Also, you can read this article to learn more about setting up auto payments for your invoices: Set up Autopay for recurring invoices in QuickBooks Online.

I'm still all ears if you have additional questions besides changing the invoice number after being delivered to your customer. I'll be sure to answer it anytime.

Once you modify the invoice template the first time, will they then pick up the next sequence of your custom invoice number from then on, so that you can revert back to sending the automatic emails for each consecutive invoice?

Hello there, @launchblot.

I'll provide information about modifying the invoice template in QuickBooks Online (QBO).

Yes, after modifying the invoice template, the system will pick up the next sequence of your custom invoice number. To ensure this, make sure to check the option for Automatically Send Emails in the recurring invoice and turn on the Custom Transaction number.

Here's how to turn on the Custom Transaction Number:

1. At the upper right corner, select the Gear Icon and choose Account and Settings.
2. In the Sales section, select Sales form content.
3. Turn on the Custom Transaction number.
4. Select Save and then Done.

In addition, to enable the checkmark, you'll have to edit your created recurring invoice and check the Automatically Send Emails option in the Options section.

I'll add this article to help you personalize and add specific information to your sales forms: Customize invoices, estimates, and sales receipts

Please don't hesitate to ask if you have any further questions about managing invoices. I'm always here to help, @launchblot. Take care.

One, doesn't the solution take the automation out of this by unchecking the auto send email? I don't want to edit the invoice number each time, so that doesn't help.

Two, if you send an invoice, the system automatically sends the next sequential invoice to the last one sent. It doesn't appear that it if you set the right invoice number in the recurring invoice, then later send other invoices, it would pick up from the right spot.

I should mention my invoice numbers are all sequential by client. NOT by when they were sent. That would be confusing for the client to see things non-sequentially.