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When I print my invoices the invoice number does not show up on the printed invoice. Why?

 
13 Comments
QuickBooks Team

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Hello there, kolb-scott.

 

It's possible that the Form name option is not selected in the invoice template. Let's check it out by following these steps:

  1. Click the Gear icon located in the upper right-hand corner.
  2. Under Your Company, click Custom Form Styles.
  3. Click the Edit link of the default invoice template.
  4. Click the Content tab, and click the header part of the invoice to expand more options.
  5. Under Form, check the Form Numbers box.
  6. Click Done.

Then, try printing your invoice and check if the invoice number shows up.

 

Please let me know if you have additional questions or other concerns about QuickBooks. Thanks.

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

I'm having the same issue with my statements and a new invoice template I've down loaded.  The response above did not help me, I'm using Quickbooks Desktop Pro 2018.  In the invoice, when I'm looking at it on the screen, I can see the Project Number, but it's not there when I go to email it.  And I've never had the Project number show up on the screen ,or print ,when I'm working with my Statements.  Help!?  I've been trying to fix this for years, seems like there is never enough time.

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Correction: The question should have said "when I print my invoices the Project number does not show up on the printed invoice."

QuickBooks Team

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Thanks for joining into this thread, @Survey2010.

 

I'm here to help share some steps on how you can print the Project number on your invoices in QuickBooks Desktop. 

 

At this time, being able to enter or print the Project information on your invoices is currently unavailable in QuickBooks Desktop. However, I can share with you a workaround that can help you achieve your goal. 

 

You may use the Ship To section on your invoice to hold your Projects' information. You can do this by editing your jobs information and customizing your template.

 

Let me guide you how:

  1. Click on Customer at the top menu bar.
  2. Choose a current Job from the Customers & Job list.
  3. You can Edit the Job by double-clicking it.
  4. On the Address Info tab, check if there is any information under the Ship To section. If there's isn't you can Add New.
  5. If you click on Add New, you can enter the Job Details in this section. (Please see the sample screenshots below)
  6. Be sure to check the option for the default shipping address, and click the OK button to save the information.  

J1.PNG

Once done, You can now start editing your invoice template.

 

To do that:

  1. Click on List at the top menu bar.
  2. Select on Templates.
  3. Select on the Templates that you wanted to use.
  4. Click on the Additional Customization.
  5. On the Header tab, put a check-mark on the Ship To section and change the Title to Project Information.
  6. Click on OK to save changes.

J2.PNG J3.PNG

 

From there, you can now enter and print the project information on your invoices. 

 

Also, here are some articles that you can check out about customizing templates in QuickBooks Desktop for your future reference:

On the other hand, I want to ensure that you'll be updated to the most recent product improvements that would be beneficial for you and your business. I'd encourage you to visit the What's New section on your QuickBooks to check out our updates.

 

You can access it by clicking on the Help menu, hit on New Features and select What's New.

whats new.PNG

 

This information should help you print your project number on invoices.

 

Please let me know if you have any other questions about QuickBooks by leaving a reply below. I'll be around to help you out. Have a great day ahead.

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Thank you for your help.  I can see where this would work if I had no other choice.  But our Project numbers do show up on my other invoices.  These were set up before I came to work here, (15 years ago), so I've never had a reason to question how or why, but I've just uploaded a new email invoice and the project number is there on the screen, but not there when I print it.  The project number has never printed when I do my monthly statements either and I've never made the time to figure it out.  I feel there is a box somewhere that needs to be checked, I just have not found it. So, there must be a way to see project numbers, just as I can see my customer message at the bottom of each invoice.  I do not know how the customer message appears there, but it does?  Any new thoughts?

Moderator

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Hello there, @Survey2010.

 

I appreciate you for getting back to us and providing more insights. Allow me to help share additional information about adding the project number in your printed invoice. 

 

Since you can see the project number when you create invoices in QuickBooks, it's possible that on the invoice template the Print checkbox isn't selected. You can mark this field to appear on the printed form.

 

Let me show you how: 

  1. From the top menu, select Lists.
  2. Choose Templates.
  3. Find and double-click the invoice template you're using.
  4. Click Additional Customization.
  5. Find the field name under the Header or Columns tab.
  6. Once you found it, select the Print checkbox.
  7. Click the Print Preview button to see if the Project Number field appears.
  8. Close the Print Preview window.
  9. Click OK.

Capture1.PNG

The following article contains more details about form templates in QuickBooks: Use and customize form templates.

 

That should take care of it. I believe that you'll be able to print your invoices with the project number in just a few clicks.

 

Keep me posted once you've tried the steps above. I'm just a post away if you have any other questions with QuickBooks. I'll be happy to help you further. 

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

If you can see in the file I uploaded a picture of my template.  I understand what you mean by checking the box for "print".  Project already has a check by it for print.  And that just seems to be for the column header, the actual word "Project".  I have no idea which "box" would indicate the actually clients project number?  Any thoughts would be welcomed.

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Unfortunately I was not able to upload my screen shot.  But I think you get the idea from my post.

Anonymous
Not applicable

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Hi there, @Survey2010.

 

Thanks for getting back and sharing additional details about the Project Number. Allow me to help share some insights about customizing your Header to show the Project Number on your invoice.

 

To ensure the box/field for project number will show on your invoice, you can modify the Other field on the template you're using. Let me show you my sample screenshot below.

 

 

 

 

 

Let me know if this is what you need. I'll be here to help if you have other questions about the project number in QuickBooks. Have a great weekend.

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Thank you, I really do appreciate your help, but, will this show my clients actual project number, (example: 150115), or will it simple say "Project Number"?

Anonymous
Not applicable

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Thanks for the immediate response, @Survey2010.

 

Let me help provide further clarification.

 

The actual project number will not show automatically. You'll have to manually add it on the Project Number box. 

 

project number3.PNG

This is only the workaround for now, if you need to print the invoice with the project number.

 

I'll be here if you need anything else. Best regards.

Frequent Explorer **

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

I think even I have forgotten the original question.  I know that I have to manually type in the Project number, and I do, but it's not showing up on the PDF email invoice that I send the client.

Moderator

Re: When I print my invoices the invoice number does not show up on the printed invoice. Why?

Sending good vibes to you, Survey2010.

Allow me to take over and help you show the project number when sending a PDF email to your client.

 

In order to show the project number when sending invoices via PDF file, you will first need to make sure that the "Print" option in the template settings is selected.

 

 

 

After that, you can save a PDF sample invoice to check the customize field for project number is there.

 

 

 

 

This article is a good reference: Troubleshoot PDF and Print problems with QuickBooks Desktop.

 

Fill me in if you still need more help in printing PDF invoice with project number. I'll be around to help.

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