Invoicing from Estimates

Let's correctly record your invoices out from the estimate, Kymberli.

The system recognizes a negative amount as long as the total transaction amount is not negative. However, if your total amount of the invoice is negative, QuickBooks will read it as underpaid or overpaid. Thus, you'll want to use the Credit Memo or Refund option for that. You can review the total amount and ensure that you entered the negative sign so the total amount will be reduced.

You can also edit the invoiced amounts without deleting the previous ones as long as you haven't received any payment on these invoices yet. However, if the amount is still not deducted, you can run the Verify and Rebuild process to check for any damaged data file. 

Feel free to look into these articles for more info on how to manage your sales forms: 

• Set up and send progress invoices in QuickBooks Desktop
• Use and customize form templates

Don't hesitate to reach back out to me if I can be of additional assistance. I'd be happy to help you out. Have a great day!

I am only crediting one line item of the progress invoice, not the whole invoice. Is there anyway to do this without having to re-enter all the previous invoices?

There's a way to do that, Kymberli.

You'll have to add a Subtotal item after the items with positive amounts first. Then, place the item with negative amount on the next line. This will add up the amount of all the items preceding the subtotal item so negative amount will be credited to the whole invoice. I'll show you how:

1. Go to the Customers menu.
2. Choose Customer Center, then select the Transactions tab.
3. Open the appropriate invoice.
4. Add a Subtotal item after the items with positive amounts.
5. On the net line, enter the item with negative amount.
6. Click Save & Close, the choose Yes to confirm the changes.

I'm also adding this article to learn how personalize and and add a discount to an invoice.: 

• Use and customize form templates
• Using a Discount item on an Invoice

Just click the Reply button below if you have any other concerns or follow-up questions. I'm always here to help.

Kymberi, did you get this figured out?  I was able to add a negative line item ( deposit paid) up until now. Wondering if you were able to get it figured out, or if an update squashed my plans for this.