Can we make changes on closed/paid invoices, or unpaid but send to the customers, without them to see the changes? Total amount is staying the same, only changing the acc

Hi there, @usernatasha.

I'm here to share information about changing or editing invoices in QuickBooks Online (QBO).

Your customers won't see changes on their invoice(s) when you edit them. For the sent invoice(s), they will only see the updated information instead, but they won't receive any notification.

To clarify, do you mean to change the account from which the payment is deposited into? Or do you mean from the invoice directly? If you mean the invoice, then you'll need to change the accounts in which the items are associated with. The invoice only connects to the accounts through the item/service you're using for them. Whereas, the account in which the payment is deposited into would be changed from the payment screen.

To change the account from the payment screen:

1. In QBO, go to the invoice that you wish to update the account.
2. Click on the Receive payment drop-down button. 
3. Select View/Edit.
4. Change the account from the Account drop-down.  
5. Hit Save. 

To change the account the item/service is associated with:

1. Go to the Gear icon, choose Products and Services.
2. Find the item or service you want to change.
3. Select Edit in the Action column.
4. Make your changes.
5. Once you're done, hit Save and close.

For more details about the above process, consider checking out these articles:

• Record invoice payments in QuickBooks Online.
• Add product and service items to QuickBooks Online.

To know more about managing invoices in QBO, refer to this article: Create invoices in QuickBooks Online.

I also recommend visiting our website for more tips and other resources you can use in the future: Self-help articles.

Please let me know if you have follow-up questions about changing invoices or anything else QuickBooks. I'll be more than happy to answer them. Stay safe.

Hello,

Thank you for the reply.

Just to clarify, I am not talking about changing the account where funds are deposited, but rather making changes on the actual invoice.

Total invoice amount will remain the same, but sometimes we are reallocating the funds, and this needs to be reflected on the invoice as well, but the changes needs to happen internally, the customer should not be aware of it, at it doesn't change for them anything, but for us it does change, especially in the reporting's.

So we want to make changes sometimes, on invoices that are already sent, or paid, but we get notification that the customer will be able to see the changes.

Is there any way, at least on the paid/closed invoice for them not to see the changes?

I'll share some information about any changes you'll do on the invoice, usernatasha.

QuickBooks Online (QBO) keep tracks of your activities in the audit log. This includes any changes you made to your books and your actual invoice. You'll want to let our product team know how the reallocating of funds without your customer's knowledge will help your business. You can go to our Customer Feedback page so you can send a request by clicking the Give feedback option. I've added this screenshot for your visual guide:

Moreover, if you're not using sales receipts when customer pays you, you'll have to receive these payments in QuickBooks. To give you more details on how you can go about this in a step by step instructions, consider checking out this short video with detailed steps by steps process for your reference: Receive Payments. 

Anymore questions about invoices? Well, let us know so we can get back to you if you need further assistance. 

It helps the business when a sales item was set up correctly or the income category was correct on the original invoice. Say from Equipment to Equipment Rental.

If we have emailed a customer an invoice, then made a change to it afterwards (maybe there were more charges after the fact, etc).  Do they see changes or notes made on the invoice before it's emailed again?

Thanks for joining this thread, gap09. I'm here to provide some info about updating invoices that have already been sent in QuickBooks Online.

To answer your question, no, your customer won't see any changes made to their invoice until you send it again. This can be done by:

1. Hovering over the Sales tab, then click Invoices.

2. Locate the invoice you'd like to update and click Edit.

3. Make any necessary changes and select Save and send.

You may also want to add a note explaining the changes and then your customer will receive an updated version of the invoice. The following article offers additional info about creating invoices in QuickBooks Online.

Please don't hesitate to reach back out if you have any other questions. I'll be here to help,