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How I can add PAID invoices to the new projects feature? I am having to go back to the beginning of the year to add all my invoices. Link in help doesn't tell me how.

There is a link in the help section for this but I can't find how to do this without having the payments unlinked. If anyone knows of a workaround please let me know.
4 Comments
QuickBooks Team

Re: How I can add PAID invoices to the new projects feature? I am having to go back to the beginn...

Hello there, @ivtechga.

 

I can help guide you on how to add the project feature to paid invoices in QuickBooks Online (QBO). 

 

Once you've already set up a project, you'll need to open the existing paid invoices. Then, click the Customer drop-down menu and change it to the Project name. Right after, select Save and Close to apply the changes. 

 

I've attached a screenshot below for your visual reference: 

 

In addition, changing the customer name to project won't erase all line items and the invoice will be added in the project's transaction list. 

 

To learn more about the project feature, you can check this article: Set up and use the Projects feature.

 

This will get you on the right track. Please know that I'm just a post away if you have any other questions about the projects feature. I'd be happy to answer them for you. 

Active Member

Re: How I can add PAID invoices to the new projects feature? I am having to go back to the beginn...

 
Active Member

Re: How I can add PAID invoices to the new projects feature? Hi JanyRoseB I have already set up projects and have linked all the expenses. When I go to customer drop down menu and select the project on a PAID invoice, QB automatically reverts the invoice to UNPAID with an open balance. I chose not to save as that means I have to go back and somehow link the payment. The instructions from Help are as follows, and the only thing is that the blue link to follow the steps to reconnect the payment don’t take me to the instructions on how to do it! (Instructions in Help are : Step 4: Add existing invoices You can easily create new invoices for a project, but take extra care adding existing invoices. The best time to add existing invoices to projects is before they’re paid. If you add a paid invoice to a project, the invoice will disconnect from the attached payment. This will also change the invoice’s status to unpaid. You’ll need to follow the steps to reconnect the payment to avoid accidentally charging customers twice. We don’t recommend adding invoices linked to more than one other transaction, billable expense, or timesheet. If you add a linked invoice to a project, only the invoice is added. You’ll need to add the linked transactions to the project and reconnect them to the invoice.) I have included a screen shot. I couldn't add the one showing the invoice is paid but was able to add showing the project added and balance reverted back to $ due., The project was already created and the related expense includes the project, The screen shot is showing the invoice with the project added and the balance due is $1110. I did not save this as I don't want an open balance. There must be a workaround.

 
QuickBooks Team

Re: How I can add PAID invoices to the new projects feature? Hi JanyRoseB I have already set up p...

Hi there, @ivtechga.

 

Thanks for getting back to us. The screenshot that you attached is unviewable. Anyhow, the steps provided by my colleague @JanyRoseB are correct. However, the invoice will disconnect from the attached payment.

 

If you want to continue the process, you'll need to manually move the payment to the project as well. Please note that this action will zero out the balance and will be marked the transaction as closed in the project. Follow the steps below to reconnect. Here's how:

 

To move the payment: 

 

1. Go to the Plus (+) icon. Then select Receive Payment
2. In the Customer drop-down menu, select the name of the customer. 
3. Scroll down to the Credits section and select the Unapplied Payment link.
4. Click Yes to the pop-up box that says "Do you want to leave without saving?".
5. Change the customer's name to the Project name. 
6. Select Save and Close to apply the changes. 
   
To reconnect the payment link to invoice:

 

1. Go to the Project tab from the left menu, then choose a project under PROJECT/CUSTOMER.
2. Click the Transaction tab.
3. Look for Payment with Closed status and has $0.00 balance, then click it. 

 

This will open the Receive Payment page. Select the invoice under Outstanding Transactions to link the payment. Then, click Save and Close.

 

Please note that this applies to an invoice with a single payment only. If you have a lot of links, I'd suggest you continue using the old workaround, and start using projects when you have a new project.

 

Feel free to post again if you have more questions. We're always ready to back you up.