Progress Invoices not adding up in the Estimate page

Hi there, Daniel. Let me give you insights about progress invoices against estimates.

Generally, the system will only absorb whatever data is recorded or added. When converting progress invoices from the estimates, payments will only reflect on your invoice transactions. The Estimate page will show you the number of linked transactions with the invoice amounts during creation. 

Once you open your estimate, the linked transactions will give you the total amount before payment. However, the invoice subtotal shows you the account summary of the customer's transaction. It may include the balance forward, payments and credits, new charges, and the total amount due. As you mentioned, the customer has paid the previous invoices. And accepting customer payments can lower their invoice balance.

On the other hand, if you need to make changes to your transactions, you can delete and recreate your entries. 

For additional hints about estimates and progress invoices, you can open this article: Set up and send progress invoices in QuickBooks Online. The same resource will guide you on how you can review your progress invoices by checking your reports.

Feel free to mention my name in the comment section below if you have other questions about estimates and invoices. I'm more than happy to help. Have a good one!

Angelyn_T,

Here are the real numbers:

Estimate Total: $45,200.

Invoice #1: $14,000

Invoice #2: $20,700

Both invoices are linked to the estimate and have been fully paid. So in this case the invoices are the same as the payments. However when I go to generate the final invoice instead of it being $10,500 as I expect, it's $23,309.08. What could be causing this discrepancy? I am trying to submit the final invoice and it now registers as not the final to the customer.

I have been doing progress invoices against my estimates for dozens of other estimates.  But, for some reason this estimate and another one to a different customer are not lining up.  They both have "Invoiced Subtotals" that are thousands of dollars less than what I've actually invoiced (and been paid).  The help files address what to do when the numbers add up, but they don't address what to do when the numbers don't.

Hello there, @daniel-busby-nwl.

Let's unlink the progress invoices of your estimates and relink them. We can also delete and recreate them to trigger the system to correct the changes.

To unlink a progress invoice in your estimate:

1. Click the bin icon next to the estimate line item within the invoice.
2. Select Yes, unlink it.

You can refer to this link for detailed steps in deleting your entries: Void or delete transactions in QuickBooks Online. Afterward, you can proceed to recreate them.

We can also perform basic troubleshooting steps to determine if it is a browser-related issue. There are times when the stored cache and cookies on your browser can be corrupted leading to problems processing our transactions. To start, access your QBO account using an incognito window. This will prevent storing browser history.

Kindly refer to these keyboard shortcuts depending on your browser type:

• Google Chrome: Ctrl + Shift + N
• Mozilla Firefox: Ctrl + Shift + P
• Microsoft Edge: Ctrl + Shift + P
• Safari: Command + Shift + N

You might find this helpful in the future if you want your customers to keep track of their projects, you may consider checking out this article: Add project estimate summaries to a progress invoice in QuickBooks Online.

I'd be happy to hear any updates after performing the steps as I want to ensure this is resolved for you. Don't hesitate to reach us again. Have a great day ahead!

How do I re-link the invoice after I've unlinked it?  There are instructions on how to add New Invoices to an Estimate, but not existing, paid invoices.  

I'm here to share some information about linking an estimate to your invoice, @daniel-busby-nwl.

The option to relink the removed estimate from an invoice is currently unavailable. You may need to delete the invoice and then re-create it. However, if the invoice transactions have been reconciled, you may need to consult your accountant to ensure this won't affect your books. 

Here's more information on converting an estimate into an invoice: Convert an estimate into an invoice in QuickBooks Online.

Check out this article on how to gently remind customers about invoice due dates: Send invoice reminders automatically or manually in QuickBooks Online.

Let me know if you have further questions about your invoices and estimates. I'm always here ready to help. Have a great rest of the day!

Can we at least acknowledge how frustrating it is as a customer to hear contradictory solutions to these problems?

James says to unlink and relink the invoices.

Mary says that it's impossible to relink the invoices so I should delete and remake them.

Repairing problems in Quickbooks is painful enough as it is.  But apparently their own help desk staff are unaware of the limitations of the product.

Hi there, @daniel-busby-nwl,

I wish you didn't have to go through all of these. Let me clarify what my colleagues have provided. I understand how relinking an estimate to an invoice makes it easier to do a transaction. 

As provided by my colleague above, when invoice transactions are reconciled, it would be best to seek professional advice from your accountant to ensure the accuracy of your books. 

Since you're unable to relink the removed estimate from an invoice, you'll want to delete the invoice and then re-create it. 

Here's how:

1. Go to the Sales tab, and select Invoices.
2. Look for the specific invoice, and click the dropdown button. 
3. Select Delete.

You can refer to this article on how to create a new invoice: Create invoices in QuickBooks Online.

I'll also add articles you can refer to for use if you want to manually add service fees and import invoices in QBO:
 

• Manually add service fees to invoices in QuickBooks Online.
• Import multiple invoices at once in QuickBooks Online. 

If you need further assistance with your invoices, don't hesitate to leave a reply. I'm here to help anytime. Keep safe.