Under “Invoicing” “All Sales” shows a list of my charges per day and an option on the right to “Create Invoice”. How do I combine these multiple entries into 1 invoice?

houlihankp · ‎February 26, 2020

katherinejoyceO · ‎February 26, 2020

Welcome to the Community. You can only combine multiple entries in one invoice if they're under the same customer. Simply select the name of the customer on the Invoice page. The Add to Invoice option on the right side will populate and lets you add all billable transactions.

Here's how:

In the + New menu, select Invoice.
Select a customer in the Customer drop-down list.
In the Add to Invoice window at the right, click Add all button if you want to combine all billable expenses. You can also select Add if you want to select what you want to combine.
Click Save and close when done.

If it's from different customers, you'll have to create invoices for each. For more information, refer to this article: Enter billable expenses.

For future reference, read through this help article: Record invoice payments in QuickBooks Online. It also helps you learn about recording partial payments in case you'll receive only part of what is owed.

Let me know if you have any more questions, @houlihankp. We're always delighted to assist.

View solution in original post

katherinejoyceO · ‎February 26, 2020

Hi there, @houlihankp.

Welcome to the Community. You can only combine multiple entries in one invoice if they're under the same customer. Simply select the name of the customer on the Invoice page. The Add to Invoice option on the right side will populate and lets you add all billable transactions.

Here's how:

In the + New menu, select Invoice.
Select a customer in the Customer drop-down list.
In the Add to Invoice window at the right, click Add all button if you want to combine all billable expenses. You can also select Add if you want to select what you want to combine.
Click Save and close when done.

If it's from different customers, you'll have to create invoices for each. For more information, refer to this article: Enter billable expenses.

For future reference, read through this help article: Record invoice payments in QuickBooks Online. It also helps you learn about recording partial payments in case you'll receive only part of what is owed.

Let me know if you have any more questions, @houlihankp. We're always delighted to assist.

Frustrated6717 · ‎June 22, 2020

I have used this function for some time now, however I've just upgraded to quickbooks plus and during this process and changing of some settings for future use of quickbooks plus features, when I use this function it adjust my rate instead of just adding my time together.....ie. if i have 4 billable time entries of 1 hour each at $45 an hour, when I "group times by service" it shows on my invoice as a qty. of 1 hour at a rate of $180 = $180, instead of qty. of 4 hours at a rate of $45 = $180. Any idea how to change this back?

RenjolynC · ‎June 22, 2020

I'd like to share some steps with you, Frustrated6717.

Let's adjust the service item to the correct rate. Here are the steps:

Go to the Gear > Products and services.
Find the service item for the time and click the Edit link.
Adjust the Sales price/rate to $45.00.
Click Save and close.

Then, follow these steps to create a billable time:

Go to + New on the left panel and select Single time activity.
Add the Date, Name, Customer/Project.
Select the item from the Service drop-down. This will auto-populate the correct rate in the Billable (/hr) box.
Enter the number of hours in the Time box.
Click Save and close.

Please see this sample screenshot:

Once done, you will have the correct Rate and Qty when you create an invoice.

For more details, you can check out this article: Enter billable expenses.

I'll be around if you have any additional questions or other concerns. Take care.

Frustrated6717 · ‎June 22, 2020

Thanks for the response, however my issue isn't with rates and timesheet entry. My issue is with the software automatically overriding rates when"group time by service" feature is used.

Using your example, but instead if I had two individual time entries over two days (2 x 2 hour entries coded for same product/service) for the one customer, when I create an invoice for that customer and select the "group time by service" option on the "add to invoice" tab on the right side of the screen when in invoice, the entries comes in on one line on the invoice BUT it overrides my rate and will show a quantity of 1 hour at a rate of $180 and total of $180. Instead of show a quantity of 4 hours at a rate of $45 and a total of $180.

I still get the correct total amount, however it's not showing the correct amount of hours the customer is been invoiced for when sending an invoice with the Product shown as "Hourly Rate = 1 hour @ $180"

RCV · ‎June 22, 2020

Let's perform some troubleshooting steps to get the customer's number of hours and rates working, Frustrated6717.

I've checked here on our end and there's no reported case where QuickBooks Online (QBO) automatically overrides the rates when creating an invoice. As long as we enter the correct value in the Sales price/rate field from the Products and services.page (as mentioned by my colleague). Then, the service item information will show in the invoice after clicking the Add to Invoice option.

To better isolate if this is a browser issue or not, let's access QBO using a private or incognito window. Then, try creating the transaction again.

Here's how you can access private browser:

Google Chrome: Ctrl + Shift + N
Microsoft Edge: Ctrl + Shift + P
Firefox: Ctrl + Shift + P
Safari: Command + Shift + N

If it works, clear your browser's cache to delete those temporarily stored files. You can also do this task on other supported, up-to-date browsers to be thorough.

For more details about this one, refer to this article: Clear cache and cookies to fix issues when using QuickBooks Online.

If the same thing happens, I'd suggest contacting our Customer Support Team. They'll pull up your account in a secure environment and investigate what's causing this issue.

Here's how to reach them:

Click the Help icon on the top right.
Tap the Contact Us button at the bottom.
Enter a short description of your concern.
Tick Continue.
Choose Message an agent to connect with our support.

I've got a link here where you can find articles about managing your invoices: https://quickbooks.intuit.com/learn-support/en-us/sales-and-customers/invoices/08?product=QuickBooks....

Fill me in if you need a hand with creating recurring transactions or any QBO related. I'm always here to help. You have a good one.

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Under “Invoicing” “All Sales” shows a list of my charges per day and an option on the right to “Create Invoice”. How do I combine these multiple entries into 1 invoice?