How can I add an invoice that was already billed and paid to a new project that was created after the invoice/s were generated?

catbagsic · ‎June 20, 2024

We recently decided to organize our projects on QBO so we can track their profitability. I cannot seem to find a field on the invoice where I can add the project once it has sent and paid. Is there any work around?

ShangY · ‎June 20, 2024

Hello, @catbagsic. I'll guide you on how to add an invoice to a project in QuickBooks Online (QBO).

Before we proceed, please know that when you attach a paid invoice to a project, the status of the entry switches to unpaid. It's also separated from the attached payment. To avoid unintentionally billing your customer twice, make sure to link the payment to the invoice after editing it.

To add the paid invoice to a project, here's how:

From the left menu, select Sales.
Choose Invoices.
Look for the paid invoice you want to add to a project.
Click Edit.
Select the Customer drop-down, then choose the project.
Once done, click Save.

After completing the steps above, let's reattach the payment.

Additionally, if you wish to run a project report in the future, you can follow the steps below:

Navigate to Reports.
In the search bar, type in Project Profitability Summary.
Choose Customize.
Modify the Report period.
Enlarge the Filter section.
In the Project Status, choose In Progress.
Select Run report.

Please leave comment below if you have follow-up questions about adding an invoice to a project or any other concerns within QBO. We're happy to help. Have a good one.

View solution in original post

ShangY · ‎June 20, 2024

Hello, @catbagsic. I'll guide you on how to add an invoice to a project in QuickBooks Online (QBO).

Before we proceed, please know that when you attach a paid invoice to a project, the status of the entry switches to unpaid. It's also separated from the attached payment. To avoid unintentionally billing your customer twice, make sure to link the payment to the invoice after editing it.

To add the paid invoice to a project, here's how:

From the left menu, select Sales.
Choose Invoices.
Look for the paid invoice you want to add to a project.
Click Edit.
Select the Customer drop-down, then choose the project.
Once done, click Save.

After completing the steps above, let's reattach the payment.

Additionally, if you wish to run a project report in the future, you can follow the steps below:

Navigate to Reports.
In the search bar, type in Project Profitability Summary.
Choose Customize.
Modify the Report period.
Enlarge the Filter section.
In the Project Status, choose In Progress.
Select Run report.

Please leave comment below if you have follow-up questions about adding an invoice to a project or any other concerns within QBO. We're happy to help. Have a good one.

EBGKamin · ‎October 17, 2024

Hello @ShangY ,

i am having an issue when i follow these steps. I have the same position as the original poster of this thread. I have an estimate that was approved, and have 2 paid invoices and 1 unpaid invoice against that estimate.

When i follow your steps and select the project from the customer dropdown, all of the fields in the invoice are cleared.

How do I change the customer to the project without having to recreate the invoice?

RhoiceW · ‎October 17, 2024

Hi there, EBG. You can easily change an invoice from the customer that's associated with a project without creating a new one. I'd be glad to provide you the steps on how to do it.

When editing the project, you'll need to locate the existing invoice that is assigned to that customer. Then, edit the invoice under the Action column.

Here's how:

On the left panel, click Sales.
Select Invoices. Then, locate the invoice you want to edit.
Under the Action column, click Edit.
Click on the customer dropdown. Then select the customer that has project on the side.
Select the appropriate project.
Hit Save and Close once done.

Additionally, you can personalize your invoices any time when you want to add information.

Here in the Community, we always find ways to solve your concerns. I'm here to help.

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How can I add an invoice that was already billed and paid to a new project that was created after the invoice/s were generated?