Welcome to the Community, @jagrre.
I can share some insights about the printing invoice in QuickBooks Online.
Paid and unpaid invoice have different printed views. As mentioned, you'll have to unlink the payment transaction to its invoice to remove the paid stamp:
Automatically, there will be an unapplied payment under the customer name. To close the invoice, follow these steps:
That should keep you going today, jagrre. Let me know if there's anything else you need about invoices. I'm still here to offer more help. Have a good one!
Thank you for the info. Simplest solution was to have the client forward me a copy of the .pdf invoice as it was e-mailed. They paid by bank transfer before I had a chance to save. Will be sure to do that as soon as I send from now on. I do think it should be easier to generate an invoice as sent; shouldn't have to unapply payments, print and reapply. I also just noticed when pulling up another previously paid invoice that it prints with my new address, and not the one that was actually shown on the invoice as sent. That could be problematic.
Thanks for getting back and sharing your thoughts about the paid invoice and unapplied payments. Allow me to chime in and help share some information.
Yes, you're right, it would be easier if we can generate and print an invoice that'll show the prior payment. For now, we can just follow the simplest workaround.
Also, the address showing on your forms will be based on the entered address on your Account and Settings page. If you've checked the Customer-facing address, the sales forms will also show the same as company address.
If you want to organize your unapply and apply payments and just create bank deposits instead, you can try checking out our Merchant Services.
Let me know if you have other questions about printing invoices. I'll always be here to help however I can.
Just want to maintain a .pdf of the invoice as sent for basic record-keeping and to be able duplicate if needed in the future. Also noticed that printing/previewing an invoice after it's been paid, which results in the "PAID" stamp and zero balance due shown on the invoice, doesn't indicate how the invoice was paid, e.g., "by bank transfer on date," or, "by mobile deposit on date." This info would be of greater value to me (and potentially clients that request a copy and/or confirmation of payment) than the superfluous stamp.
Yes, I'm aware of the customer-facing address, which I added after issuing an invoice and after it was paid. The problem is that this invoice would no longer match what was sent. I also noticed that printing/previewing this paid invoice includes the changes I've since made to how invoices look when issued, e.g., I removed the quantity and rate columns and changed "Total Amount" to "Lump Sum." The first invoice I issued used the default info. So in addition to the address being different, the "hours" and "rate" column headings are missing, and instead of "Total Amount" it would read "Lump Sum."
Definitely do not think it's good that those changes are applied retroactively to previous invoices.
Here is another work flow trick that may be of value in the future.
Before saving invoices check the box to Print Later - you probably already have checked the email later box and send out all invoices in one operation, well printing for your own records as soon as you are done entering and before emailing will give you all the invoices as unpaid and since you would do this prior to emailing then there is no chance for them to have been paid before you print.
I am with you on desiring an indicator of method of payment and date as part of the "paid" stamp, would certainly save some work
Thank you, John. I don't invoice that often - it's been one at a time every week or so since I set up shop - but I will utilize the send later feature in the future to ensure I can print a .pdf of the invoice before payment, especially as some clients may pay straight away upon receiving, which is what happened with the invoice that prompted my question in the first place.
Thank you, Malcolm! I was just thinking if it came to it I could generate a new invoice to match the original, print as .pdf, and then discard. Copy does this without having to manually enter all the info.
Though the issue still exists where any changes to how invoices are displayed as far as custom settings go are applied to the copied invoice, so to duplicate an invoice that was issued prior to these settings changes would require changing them back temporarily. More hassle than it's worth. My position remains that an invoice is a static document once issued; shouldn't be any changes made to one unless specially made by user.
With the help I've received in the forum, I shouldn't have this issue again and can remedy quickly if I do. Thanks to everyone for their help. It is much appreciated.