Combining Invoices

CCM Law Firm · ‎August 11, 2022

I recently took over my sister's law firm's accounting. I'm new to Quickbooks Online but I'm learning everyday.

I'm stuck in one area. It revolves around customer invoices. I need to send out one invoice which reflects 3 different past due amounts from 3 different dates of service and one total amount due shown (this I know how to do).

My question is: How do I create one invoice listing the total amount past due, WITHOUT affecting the original invoices. Example: Invoice# 1 = $500, Invoice #2 = $1,000 and Invoice #3 = $800. Since the original outstanding invoices (3 of them) already have a past due amount, when I create 1 new merged invoice, it duplicates/doubles the real amount due from $2,300 to $4,600. I can't void or zero out the original invoices since they are all tied into the multiple payments the client has made over a period of time.

How can I resolve this? Thank you for any help you can provide!

Kevin_C · ‎August 13, 2022

Thanks for getting back here, @CCM Law Firm. Let me clarify a few things about your concerns with combining invoices in QuickBooks Online (QBO).

Yes, you're right that there's no possible method in QBO to combine invoices without altering the amounts owed.

Moreover, you're also correct that the payment status will be left as unapplied if the individual original invoices are deleted.

Nonetheless, you can follow these steps to link the unapplied payments to a single combined invoice:

Go to the Sales menu, then click the Invoices tab.
Locate the combined invoice, then select Receive payment under the Action column.
Choose the Customer from the ▼ dropdown. This displays all open invoices and outstanding credits for your customer.
Enter the day you received the payment in the Payment date field.
In the Outstanding Transactions section, choose the combined invoice you need to mark as paid.
Under the Credits section, select the unapplied payments.
Tap on Save and Close.

Additionally, you'll want to create attractive and professional-looking invoices in QuickBooks Online. With this, you can personalize and add specific info that matters most to your business. To know more about this process, you can check out this article: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Please add a reply below if you have more questions or concerns about managing your invoice transactions. I’m always here to help. Take care and have a great day!

View solution in original post

JonpriL · ‎August 11, 2022

Hi there, @CCM Law Firm.

I'll share insights about creating invoices in QuickBooks Online.

As of the moment, there isn't an integrated way to combine multiple invoices in one sales transaction. This is the reason why the amount due was doubled upon trying to merge them.

Therefore, let's consider creating them as one entry per amount of invoice. This way, you can easily link them to the payments when it's time to close out your sales.

Kindly read and use this article to learn more about your invoices: Create invoices in QuickBooks Online.

For all the features and functions of QuickBooks Online, you can log in to any of our supported browser versions and use this reference for guidance: Help Articles in QuickBooks Online. Also, you're able to read subtopics that will describe how a feature is used and how to accomplish tasks related to its functions.

I've got you covered if you have other questions aside from working with your invoices and sales transactions in QuickBooks. Use the Reply option below to leave a comment and don't forget to include my name, @JonpriL. Take care always and stay safe!

Cummings2 · ‎August 13, 2022

Thanks for sharing such a helpful instruction, really appreciate for your article.

jamespaul · ‎August 13, 2022

Hello, Cummings2.

I'm glad my colleague was able to help you out with your invoices.

Let me know if you have any other concerns. I'm here to help.

CCM Law Firm · ‎August 13, 2022

Thank you for your prompt response to my questions. I really do appreciate the help.

If I understand correctly, there is no way to combine invoices without affecting the amounts owed. In other words, if I delete the original individual invoices and create a new combined invoice, the payments already made towards those original individual invoices will be left as "unapplied" those not reflecting the correct amount that is owed?

Kevin_C · ‎August 13, 2022

Thanks for getting back here, @CCM Law Firm. Let me clarify a few things about your concerns with combining invoices in QuickBooks Online (QBO).

Yes, you're right that there's no possible method in QBO to combine invoices without altering the amounts owed.

Moreover, you're also correct that the payment status will be left as unapplied if the individual original invoices are deleted.

Nonetheless, you can follow these steps to link the unapplied payments to a single combined invoice:

Go to the Sales menu, then click the Invoices tab.
Locate the combined invoice, then select Receive payment under the Action column.
Choose the Customer from the ▼ dropdown. This displays all open invoices and outstanding credits for your customer.
Enter the day you received the payment in the Payment date field.
In the Outstanding Transactions section, choose the combined invoice you need to mark as paid.
Under the Credits section, select the unapplied payments.
Tap on Save and Close.

Additionally, you'll want to create attractive and professional-looking invoices in QuickBooks Online. With this, you can personalize and add specific info that matters most to your business. To know more about this process, you can check out this article: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Please add a reply below if you have more questions or concerns about managing your invoice transactions. I’m always here to help. Take care and have a great day!

CCM Law Firm · ‎August 14, 2022

Thank you for your prompt response to my questions. I really do appreciate the help. If I understand correctly, there is no way to combine invoices without affecting the amounts owed. In other words, if I delete the original individual invoices and create a new combined invoice, the payments already made towards those original individual invoices will be left as "unapplied" those not reflecting the correct amount that is owed?

GlinetteC · ‎August 14, 2022

Yes, that is correct, CCM Law Firm.

You may consider creating them as one entry per amount of invoice, as suggested by my colleague in the previous reply. Doing so helps you easily link them to the payments.

You can visit our QuickBooks Help page. There are lots of useful articles that will surely help you with other tasks in QuickBooks Online.

The Community is always here whenever you need help again in the future.

CCM Law Firm · ‎August 14, 2022

Once again, thank you for your prompt response. I will go ahead and try it that way. Thanks.

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