Created with Sketch.Learn about PPP and Loan Forgiveness, stay informed with the latest changes.
Created with Sketch.Need help with 1099's or other Year End topics? Visit our Year End Resources page.
Created with Sketch.New to QuickBooks or using a new product? Visit our Get Started resource page to help you get going.
Created with Sketch.Need to make changes to your account? Visit the Account Manager Portal.
cancel
Showing results for 
Search instead for 
Did you mean: 
Level 1

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

 
Solved
Best answer July 08, 2020

Best Answers
QuickBooks Team

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

Welcome to the Community, brandy10. I'll guide you through how to link invoices with projects.
 

Once a project has been created, each associated invoice can be linked to it manually. You'll want to keep in mind that any linked transactions (billable time, credits, payments, etc.) or attachments will be removed when moving an existing record to a project.
 

Here's how invoices, estimates, and transactions can be added to projects:
1. In the left navigation bar, go to Sales, then open the Customers tab.
2. Access the customer profile by clicking on their display name.
3. Find the invoice, estimate, or transaction and open it.
4. Use the Customer drop-down arrow to search for the name of your project.
5. Choose the one you want to link with your record.
6. Click Save.
 

Once you've completed this process, your customer's invoice will be connected with the project you selected in step five.
 

I've included a couple resources below which you may find useful:


If you need assistance with anything else, feel more than welcome to reach out to the Community anytime. Have a great day!

View solution in original post

6 Comments
QuickBooks Team

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

Welcome to the Community, brandy10. I'll guide you through how to link invoices with projects.
 

Once a project has been created, each associated invoice can be linked to it manually. You'll want to keep in mind that any linked transactions (billable time, credits, payments, etc.) or attachments will be removed when moving an existing record to a project.
 

Here's how invoices, estimates, and transactions can be added to projects:
1. In the left navigation bar, go to Sales, then open the Customers tab.
2. Access the customer profile by clicking on their display name.
3. Find the invoice, estimate, or transaction and open it.
4. Use the Customer drop-down arrow to search for the name of your project.
5. Choose the one you want to link with your record.
6. Click Save.
 

Once you've completed this process, your customer's invoice will be connected with the project you selected in step five.
 

I've included a couple resources below which you may find useful:


If you need assistance with anything else, feel more than welcome to reach out to the Community anytime. Have a great day!

View solution in original post

Level 1

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

Hey, 

 

I have tried the steps mentioned - the only thing is instead of linking the already created invoice I get a message "this will remove any link transaction" on going ahead pressing "ok". the entire invoice to the value of Zero.

 

Please suggest solution

 

thanks 

Moderator

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

I appreciate you joining in this thread, aqadir.

 

I'm here to share some information regarding linking existing invoice to a project in QuickBooks Online.

 

This message will pop-up if you're linking an invoice that is already linked to a transaction like, estimates and billable expenses in QuickBooks Online. 

 

Once you hit OK, the invoice value will be zeroed out since you're removing the linked transaction that has the original amount. To avoid getting this message, I'd suggest to check the invoices before linking them to a project.

 

There are two ways to know if an invoice is linked to a transaction, see the sample screenshot below to see where to check those linked transactions.

 

 

I'd suggest going through the resources below. These links contain more information about other ways to deal with the project feature as well as designing and customizing your invoice template:

 

Projects FAQ

Customize invoices, estimates, and sales receipts in QuickBooks Online

 

Let me know if you have additional questions. I'll be available in the comments to assist you further. Have a nice day!

Level 3

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

So, I can't link an existing invoice to the project feature unless I re-enter the invoice?  Is this going to change?

QuickBooks Team

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

Hello there, @Cherokee99.

 

You can link an existing invoice to a project in QuickBooks. You just have to make sure that the invoice is not already linked to other transactions like estimates and billable expenses.

 

To do that, you can follow the six steps given by my colleague ZackE so you'll be able to add an existing invoice to a project in QuickBooks Online.

 

Please know that it's not recommended to add invoices linked to more than one transaction because moving an existing invoice to a project will remove any linked transactions such as payments, credits, billable time, and attachments. What you can do is add also the linked transaction to the project and reconnect them to the invoice.

 

You can come back to this thread if you have further questions. I’ll be more than happy to help you out.

Level 3

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

Thank you for the added advice:   moving an existing invoice to a project will remove any linked transactions such as payments, credits, billable time, and attachments.  

 

Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up

Need to get in touch?

Contact us