Is there an easy way in QBO to add an existing, paid invoice to a new project without erasing all line items?

LieraMarie_A · ‎January 27, 2021

I've got your back, @mhoblondet1.

When you create a transaction, QuickBooks takes the last number you recorded. It will automatically increment this number by one for each new invoice. Once you delete an invoice and recreate it, you can edit the transaction number in the Invoice no. field. You can use the old one that your customer has in his record. See the screenshot below for your reference.

Additionally, take note of the latest invoice number and update the transaction number for the next invoice that you'll be creating. This way, the program will automatically follow the sequence and post the correct numbers in the succeeding transactions.

To learn more about invoicing numbers in QBO, check this article out: How to change the invoice number on sales forms.

Additionally, you might also want to read this article for future reference: Customize invoices, estimates, and sales receipts in QuickBooks Online. Here, you’ll learn how to personalize the appearance of your sales form.

Please let me know if there’s anything else you need help with by leaving a reply in this thread. I’m only a post away.

SEOConsult · ‎June 28, 2021

So, what you're saying is there is no easy way to move a BUNCH of invoices (did not come from estimates, were just entered in as an invoice) to under a Project after they've already been sent and paid? You have to do them one at a time? That's totally inefficient and a logistics nightmare for companies that process dozens of invoices a day, as mine does.

I, literally, have been tasked to go back to Jan. 1 of this year (almost 7 months ago) to move dozens and dozens of invoices and expenses under a Project because management wants to see actuals for a specific project (a P&L of sorts)....but you're telling me it's going to take weeks/months to accomplish this because QB Online doesn't have a "MOVE ALL SELECTED INVOICES TO A PROJECT" function?

Would it be simpler to use the CONVERT SUB-CUSTOMERS TO PROJECTS function?

Giovann_G · ‎June 28, 2021

Hello, SEOConsult.

I know the importance of having the option to move multiple invoices all at once. Since this will save much of your time to complete other tasks.

Currently, there isn't an option to move all selected invoices to a project. Moving existing invoices with payment linked on it will disconnect the payment. With this, you might have difficulty looking for that specific payment on linking it again.

On the other hand, you can convert each sub-customer to a project. However, your sub-customers existing transactions won't automatically transfer over.

Here's how to convert sub-customers to a project:

Go to the Sales menu, then click the Customers tab.
Select the New project dropdown and then Convert from sub-customer. Or, look for the Do you organize sub-customers as projects? message and choose the Convert now link.
Locate the sub-customer you want to convert.
Click Convert, then Continue to confirm.

Feel comfortable reading this resource to learn more about the process: Change sub-customers into projects.

Adding more insight, you can review these helpful articles. This should point you in the right direction:

Just reply to this post if you have a further concern about moving invoices to a project. I'll be here to help. Have a great day!

FountaineersRus · ‎October 17, 2022

I tried unlinking the estimate then re-linking it to the invoice in order to attach the project number but the line items on the original invoice (that I am trying to add a project to) are taken off the estimate amount leading me to believe that it didn't actually get unlinked...

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