So I have uploaded a LOT of previous data and invoices into Quickbooks through the use of an accredited Intuit third party app. The app essentially helped me create the bulk invoices. They were attached to the correct job and projects. However, these invoices were not attached to the estimates that were already in the QB system.
I am willing to go in and manually attach these invoices to the estimates. But I cannot figure out how to do that. We have Quickbooks Desktop Premier 2019.
I require these invoices be attached to the estimates as we use progress invoicing for our new/future invoices.
Any and all help is greatly appreciated.
It's great to see you again in the Community. I can help figure out what we can do to create an estimate for your previous invoices.
We don't have the option to attach or match your previous invoices to a created estimate. What we can do is to create an estimate first and match a new invoice.
Since these are previous transactions, you'll need to delete and recreate these for you to link it on the created estimate.
From here, you can specify what to include on the invoice. Please see attached screenshot below for your reference.
For now, this is the only way to manually attach your invoices to an estimate.
If you need additional information about creating an estimate, you may refer to this helpful article: Estimate in QuickBooks Desktop.
Please don't hesitate to comment below if you have additional questions about this process. I'm always here to help however I can.
That solution is unfortunately impractical. We have over 300 invoices that will have to be deleted and manually re-entered in this process to in affect put it against the estimates that are already in the system as well.
Hello there, @VCOfficeManager.
Allow me to join the thread and help share additional information about estimates and invoices.
As of now, this is how QuickBooks Desktop (QBDT) works. You may need to create an estimate first before matching it to a new invoice as what my colleague LilyC mentioned. You have also the option to create an invoice directly in the Estimate window by clicking on Create Invoice above Create Sales Order.
Since it's the previous invoices that you want to match with the estimates, yes, you really need to delete and recreate those invoices and link them to the estimates created.
For additional reference and to learn more about the accounts receivable workflows in QBDT, you can check this article: Accounts Receivable workflows in QuickBooks Desktop.
Please know that I'm always here to help you if you any other questions about creating invoices and estimates, just add a post/comment below. Have a great day ahead!
Your reply should have just been, "No quickbooks can't do that". It's really annoying running into these problems, looking for help, and when I find the right topic it's some QB admin saying, well here's a way to do something different from what you asked. It's like no one that works for QB actually understands business financials.
Hello there, @CGKJRG.
I like to let you know that your voice matters to us. I hear you and realize the importance of having the ability to attach imported invoices to the estimates in QuickBooks Desktop. I'll do my part and personally submit this feedback to our developers, so they can assess your preference and put it under consideration.
To stay in the loop about our latest news, developments, and road-maps, you can visit our Firm of the Future site.
I also encourage you to check out the New Feature section on your QuickBooks, get updates out our product enhancements.
Let me know if you have any other questions. I'll be right here to lend a helping hand. Have a good night!
Hi there, Hor_2020.
I'd like to share what I know about the process of linking transactions in QuickBooks Desktop. Before that, I would like say that it sounds great to attach an invoice to an estimate in this product. I can see how ideal it is as well.
However, we're unable to link an invoice to an estimate to reduce the open items. For the answer to your concern, you may want to delete the current invoices that you have and recreate them through the estimate. With that, I would still recommend following the steps provided by my colleague Angelyn_T above. The screenshot is good for additional reference too.
Once an estimate is saved in QuickBooks, that transaction can be turned into invoice if you decides to accept the estimate price. On the other hand, invoice is created to record a sale from customers who make no or partial payment.
You may want to check out the articles below. It'll guide you through creating an estimate and link it to an invoice as well as the transaction workflow in QuickBooks Desktop:
Visit the Community again if you have other questions on how transactions work in the Desktop product. We are all right here to assist you. Stay safe, and be well.
Now, I got a big problem.
I deleted the current invoices that I had and recreated them as you told me, but when I got to Profit & Loss by Job Report, the Income account is zero.
What I have to do?
Thank you for your help!
Hello, there @Hor_2020,
You can check where the income of your invoice goes to by using the Transaction Journal from your invoice. Follow these steps on how to locate your income. Here's how:
I'd also provided screenshots for your reference.
Once done, you can see the Transaction Journal reports on your invoice. Check the account where the income goes to in the Account column.
You can visit this link in case you'll need on how to set up and send progress invoices in QuickBooks Desktop.
Fill me in if you need more help by leaving a comment below. I'll be around in the Community to help. Have a wonderful day!
I know where the invoice is linked -> Working in Progress Account
I need to see it in Profit & Loss by the job.
I tried to customize the account Other Current Asset, but it comes blank.
What can I do?
I'd like to add some information regarding your progress invoicing in QuickBooks.
The Profit & Loss by Job report will only track income and expense accounts. Since you're using the Work in Progress account, this will show as a current asset on your Balance Sheet.
You'll need to link the invoice to an income account so you can view it on your Profit & Loss reports. To learn more about tracking your progress invoices, please refer to this article: Set up and send progress invoices in QuickBooks Desktop.
Let me know if you have follow-up questions or concerns. I'm just around the corner if you need my help.
Do you guys read the thread ... you all keep saying the same thing, delete the old invoices and create new blah blah blah the said he had 300+ already in the system. Seeing as the DB already support this link you think a someone capable programmer could create a GUI that selects invoices (many) and then allows them to be linked to an estimate (one).
Oh and BTW I happened to enter all my estimates first and then select them when I create an invoice. QB somehow managed to lose the link of an invoice to an estimate (at least one that I know of) so this seems like a handy simple tool.