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Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Using Quickbooks Online Plus
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Best answer January 29, 2020

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QuickBooks Team

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Welcome to the Community, @taita-ngetich.

 

You'll have to open and edit the created invoices from the Sales tab to transfer them into the appropriate project. Let me guide you through the steps.

 

  1. In your QuickBooks Online, click Sales from the left menu.
  2. Select the Invoices tab.
  3. Locate the invoice, then select the View/Edit under the Action drop-down.1.PNG
  4. In the Customer drop-down, select the appropriate project.
  5. Click Save and close, then select Yes to confirm.2.PNG

Once done, go back to the Projects menu and check the invoice transaction from there.

 

You can read this article to know more about projects in QuickBooks Online: Projects FAQ.

 

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I've got your back. Have a great day!

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Highlighted
QuickBooks Team

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Welcome to the Community, @taita-ngetich.

 

You'll have to open and edit the created invoices from the Sales tab to transfer them into the appropriate project. Let me guide you through the steps.

 

  1. In your QuickBooks Online, click Sales from the left menu.
  2. Select the Invoices tab.
  3. Locate the invoice, then select the View/Edit under the Action drop-down.1.PNG
  4. In the Customer drop-down, select the appropriate project.
  5. Click Save and close, then select Yes to confirm.2.PNG

Once done, go back to the Projects menu and check the invoice transaction from there.

 

You can read this article to know more about projects in QuickBooks Online: Projects FAQ.

 

Please keep in touch if there's anything else I can do to help you succeed with QuickBooks. I've got your back. Have a great day!

View solution in original post

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Level 1

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Mark,

 

Thank you for your great answer. However, I did realise that it only works if you created the invoice directly from the sales tab under a customer and you now wish to transfer the invoice to a project.

 

If you are trying to edit an invoice that was created from a converted estimate to an invoice, then your solution doesn't work completely. On selecting the project at the top left of the invoice, QuickBooks online quickly prompts you that "This will remove any linked transactions."

 

If you click on OK, you lose all the items you had created on the estimate before you converted it to an invoice.

 

Here is a screenshot.

 

So how do we fix this?

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QuickBooks Team

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Thanks for raising this to us, @taita-ngetich.

 

You can try to delete the invoice, and rename the estimate to the project then convert again to an invoice.

 

This way, you will not encounter any prompt or messages.

 

For your future reference, let me share this article about customizing forms to look them more personalized: Customize your invoices, estimates, and sales receipts in QuickBooks Online.

 

I’ll be around to help if you need anything.   

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Level 1

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Madelyn,

 

Thank you for your solution. It does partially work. Here is why;

 

When raising an estimate you are still not sure that the client or customer will give you the project so creating it under a project will make us have thousands of projects which we will eventually have to delete to remain with the ones clients confirmed estimates and thus we converted to invoices for payment.

 

To me, it feels like double work.

 

Secondly, your solution of deleting an invoice then editing an estimate to a new invoice under projects creates a new invoice number all together which confuses the client which invoice was the actual one. Unless you do say you can always change the invoice number of an invoice once created.

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Level 1

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

I don't see any answer for your last question, I have the same concern.

Project don't work if you got payments online and will not let you add payments done online.

Quickbooks should have a step by step how to add all types of transactions even for previous transactions to a new project

Highlighted
QuickBooks Team

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

Hi there, @Juanjo.

 

You can only transfer the invoice to a project but not an estimate and the payment. After you added the invoice to the project, you can also go directly to your project page and receive the payment.

 

@taita-ngetich, your right! However, you can still create estimates in an ordinary process and if your client will approve on it, you can go directly to your project page and create a new estimate then modify the date. Then continue to link and create an invoice.

 

For the old estimate that has been created temporarily, you can edit the transaction and click the Delete button. Here's how it looks.

 

 

An estimate is a non-posting transaction, it will never mess up your books.

 

For more information about handling Projects you can check out these links:

 

 

Loop me in if you have questions in mind. Glad to be of assistance. Take care.

Highlighted
Level 1

Quickbooks just added this projects tab. However, how can you add an already created invoice from the sales tab to the project instead of having to create it from project

This action still creates a new estimate which the client hadn't approved to get an invoice. By deleting the actual one that the client approved, its going to bring alot of confusion during discussions of the project as the client will be taking of a different estimate which you eventually deleted but have a copy of the items in another estimate. The sanctity of the estimate numbers to remain consistent in all client discussions is very important. It ensures both parties are taking about the same thing at all times.

 

Secondly, creating an estimate then deleting then creating another one under projects is still double work just to get the estimate under projects. I already spent so much time building the first estimate. For me in construction, that's about 30 mins an estimate, deleting all that work then doing it again isn't fair.

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