Can existing paid invoices be added to a project?

Hello michelle-jones,

Yes, we can change the paid invoices and associate it to a project. Here's how we can do it:

1. Select Sales on the left menu and go to the Customers tab.
2. Click the customer profile and go to the Transaction List section.
3. Select the invoice you want to move.
4. Change the customer name to the project you want.
5. Click Save and close.
6. Select Yes to confirm the action.

The payment will be unattached from the invoice. This will show as Unapplied. Here's how to move and link it to the invoice:

1. Go to the Transaction List section.
2. Open the Unapplied payment.
3. Change the customer name and and select Yes to confirm the action.
4. Go to the Outstanding Transactions section and mark the invoice you want to attach.
5. Make sure the AMOUNT RECEIVED is zero ($0.00).
6. Click Save and close.

You might want to be careful next time to avoid creating unnecessary invoices and payments to the different customers. This should save your time from correcting those transactions again.

You can always get back to us if you have additional questions.

I followed the instructions to link the payment to the invoice but got the error message "This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it first".

Good evening, @SChung-ETO. 

Thanks for chiming in on this thread. I can share some information about the message you're receiving. 

Before linking the payment to the invoice, you'll need to go back to the deposit the payment is on and remove it. If this is wrong and the payment isn't on a deposit, then I recommend contacting our Customer Support Team for further assistance. Here's how: 

1. Go to the Help icon in the top right-hand corner. 
2. Hit the Contact Us button. 
3. Enter your question and tap Let's talk. 
4. Scroll down and choose to Get a callback. 

It's that easy! 

Keep us updated on how it goes. I'm only a comment away if you need me again. Take care! 

I'm having a similar issue. When I got to Change existing invoice to the new project name it Zeros out all the line items on the invoice and removes all info. It basically becomes a blank invoice and says "error no line items" 

I understand the process of adding a open paid invoice to a project by changing the clients name to the new project name but this zeros all the data from my original invoice and creates a error. 

Hello there, Eastside. I appreciate you following the information shared above, and I've come to provide the assistance you need when adding existing paid invoices to a project.

When adding an open paid invoice to a project, it's best to ensure these invoices aren't linked to more than one other transaction, billable expense, or timesheet. This will cause errors like the ones you've encountered and will require a manual fix to ensure previously entered details won't be removed. Thus, we recommend reviewing the entries to make sure you have an accurate report of your financial data.

To help you check what transactions were linked to the invoice you want to move to a project, you can refer to these steps:

1. From the left menu panel, go to Sales and select the Customers tab.
2. Click the customer profile and click on the Transaction List tab.
3. Select the existing paid invoice status and click Edit.
4. Above the Customer dropdown, check if it indicates any linked transaction.

Then, to help you handle the payments received from that specific invoice, I've included this guide for more detailed insights: Add existing invoices to QuickBooks Online Projects.

However, if there is no other transaction synced to your invoice when adding to a project, we can perform troubleshooting steps to help rectify the error received.

Moreover, if you want to personalize and add specific data to your customer sales forms, you may customize these templates to have a professional-looking form. Then, run a particular report to see the things you buy and sell.

We're always available at any time in this forum to provide further assistance if you have additional queries when adding paid invoices to projects. Just let us know in the comments below. Keep safe!