How do I keep a consistent invoice number for select customers?

Hi there, Chris.

I'll provide information about modifying the invoice number in your recurring template in QuickBooks Online (QBO).

In QBO, our invoicing system generates invoice numbers in a specific order. It's important to note that there's no way to have different sequence numbers for invoices from different sources (ABC and XYZ). This is because the system will automatically generate invoice numbers based on its sequence, regardless of the source.

If you need to have a different sequence for your invoices, I recommend manually editing the invoice number as a workaround. But before doing so, ensure to turn on the custom transaction number. Here are the steps to follow:

1. Click on the Gear icon.
2. Select Account and Settings.
3. Choose the Sales menu.
4. Click the Custom transaction numbers button in the Sales form content.

To edit the invoice number, please see this article:

1. Go to the Sales menu, then choose Invoices.
2. The invoice window appears with the list of invoices created so far.
3. Find the invoices in question.
4. Click on Edit in the Action column.
5. Update the invoice number.

Additionally, I've added this article to help you gently remind customers about invoice due dates to ensure you're paid on time: Send invoice reminders automatically or manually in QuickBooks Online.

Fill me in if you have more queries about any invoice-related topics. Simply tap the Reply button below, and I'd be glad to assist you further. Take care.

Hi, thanks for the reply. To confirm, its impossible to do what I am trying to do in the system?

Yes, you're right, Chris.

When using QuickBooks Online (QBO) to create an invoice, the system will automatically assign an invoice number based on the chosen customer. The sequence of these invoice numbers is determined by the order in which the invoices are created for each customer. This means that the system keeps track of the last invoice number used for each customer and generates the next number in sequence when a new invoice is created for that customer.

Moreover, you may also find these articles helpful as they provide valuable insights and practical guidance on optimizing your invoice management processes within QuickBooks Online:
 

• Customize invoices, estimates, and sales receipts in QuickBooks Online
• Record invoice payments in QuickBooks Online
   

We've got your back if you have additional questions about managing your invoices or any sales forms-related concerns. We're always available to help you out.