How do I change or customize the automatically generated Invoice Numbers that QB generates?

mail4robyn · ‎December 10, 2018

I want to use custom invoice prefix's (PD001, KB025, etc) for invoicing clients. But QB automatically assigns one prefix that I can't change. How do I set up or customize the Invoice Number for each customer?

Rustler · ‎December 10, 2018

The only way to do that is to create a new accounts receivable and use that when you invoice the customer, QB keeps the invoice numbers by which accounts receivable is used

it works well if you only have two sets of invoice number prefixes to use ...

But it would mean one account per customer, and to be honest that is really going to cause problems down the road - I do not suggest you try it

View solution in original post

Rustler · ‎December 10, 2018

The only way to do that is to create a new accounts receivable and use that when you invoice the customer, QB keeps the invoice numbers by which accounts receivable is used

it works well if you only have two sets of invoice number prefixes to use ...

But it would mean one account per customer, and to be honest that is really going to cause problems down the road - I do not suggest you try it

brad-blicharz · ‎December 10, 2018

"QB keeps the invoice numbers by which accounts receivable is used" Which means that there is a possibility to have a customer in a different AR (GL account) revert to an older invoice number/out of sequence. This is the part that bothers me as invoicing numbering should be sequencial regardless of which GL account you're invoicing from. The current settings allows for multiple invoices with the same number.

Rustler · ‎December 10, 2018

in desktop yes you can have and use multiple a/r accounts, not in QBO.
the software is what it is, as I said, I do not recommend multiple a/r or a/p accounts

qbteachmt · ‎December 10, 2018

"Which means that there is a possibility to have a customer in a different AR (GL account) revert to an older invoice number/out of sequence."

By definition, it isn't 'out of sequence" if that is what the person is asking to be able to do. A Customer can have an invoice in Each AR, in fact, and that invoice would be sequential to the AR it is assigned to, if you used that method.

Examples:
I have a town client using QB Pro, which doesn't manage Balance Sheet by Class. So, they set up separate AR accounts for Sewer, Water and the Lighting district. One property owner would get three invoices (but not as paper), one of each AR; then, we send Statements, on the "parent level" AR. It is a very ugly and cumbersome way to do this in QB, because they did not have the right Program. They needed my help to move their file to Premier.

brad-blicharz · ‎December 10, 2018

Good examples. I'm using QuickBooks Enterprise 2016 and the only reason I have two AR accounts is to separate the currencies (CAD and USD). Each currency has it's own GL.

qbteachmt · ‎December 10, 2018

"and the only reason I have two AR accounts is to separate the currencies (CAD and USD)."

Well, the Multi-Currency function already handles currency by Name, for you. If that helps you, fine, but that isn't really needed.

SkinnyRaven · ‎December 10, 2018

I'm not sure what you are trying to do. The invoice numbering is known as a "sticky" once the sequence is edited QB will continue that on the next invoice, it will not differentiate between customers.

dave9 · ‎December 10, 2018

If you set up a new customer and for them add the prefix you want to the invoice number when you duplicate it quickbooks will continue numbering in sequence with the same prefix. Remember to duplicate invoices for your other customers to retain their sequential numbering.

joeclausi69 · ‎December 10, 2018

running qb 2014 would like to customize invoice to my needs. when pre view invoice everything changes can you advise

Rustler · ‎December 10, 2018

are you using a MAC version? this is a mac thread
always best to start your own thread with a full explantion

mail4robyn · ‎December 10, 2018

Yes. Mac.

joeclausi69 · ‎December 10, 2018

yes 2014version

Cynthia19 · ‎March 01, 2019

I cannot find an answer to my question and hoped you could help me...

I need to get the invoice number to show on the actual invoice. The template is checked to print in the invoice # field but only the date shows up. Can you tell me what I'm doing wrong?

FritzF · ‎March 01, 2019

Thanks for joining this thread, @Cynthia19.

Allow me to chime in for a moment and help fix the issue you're having with the invoice number in QuickBooks Desktop (QBDT).

To start off, let's create a test invoice and make sure to use the correct template by checking the template drop-down. If the invoice number is still not showing, try to delete and recreate the template that you're using. Here's how:

1. Go to the List menu at the top and pick Templates on the drop-down.
2. Locate and right-click on the invoice template that you're using, then select Delete Template.
3. Choose OK.
4. Once deleted, click the Templates option at the bottom, then pick New and Invoice.
5. Select the Additional Customization tab on the Basic Customization page, then put a checkmark on the Screen and Print column for the Invoice Number.
6. Click Print Preview to double-check, then Close and OK.

I also added some sample screenshots below.

Once done, create a test invoice again using that template that you've recreated to check if you can now see the invoice number. For your reference, you can also check out these articles for further guidance:

That's it! Give this a try and please let me know how it goes in the comment section. I'm always here should you need further assistance. Take care and have a great rest of the day!

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How do I change or customize the automatically generated Invoice Numbers that QB generates?