Why does it keep saying invoice number already used when it is a new number

Good day, @matt244. I'm here to provide some insights why QuickBooks Online (QBO) prompts you that you've already used an invoice number when creating invoices.

By default, you would only receive this prompt when two or more invoices have the same invoice number. This prompt only occurs once, and you can proceed sequentially entering invoice numbers for new invoices. It would help us if you could provide a screenshot or more details of the issue you've encountered.

For now, I recommend searching for the invoice transaction using the invoice number at issue to check if an invoice transaction exists. If you've found transactions with the same invoice numbers, you may perform the necessary actions of editing or deleting them. Also, I suggest temporarily turning off Custom transaction numbers in your sales settings and running a sample invoice to help us further isolate the problem. If you encounter the same, I suggest performing browser troubleshooting steps.

This article on matching bank deposits in QuickBooks by combining multiple transactions into a single record might come in handy for you in the future. I'm adding this as a reference: Record and make bank deposits in QuickBooks Online.

You're always welcome in the QuickBooks Community should you have further updates on the issue of invoice numbers. Take care.

@matt244  RE: Why does it keep saying invoice number already used when it is a new number

Because the new invoices are a buggy seaming pile of garbage.

Bingo!!!!

Has anyone else experienced not even being able to search new invoices now?

If I create an invoice and then go to access it the next day with the search feature, QBO cannot find it. Like it doesn't exist. If I remember who the customer is, then I can go to the customer page and see that it's there. But copy that invoice number, post it in the search, and QBO still says it doesn't exist.

Completely unacceptable. It's like there is zero quality assurance going on before they force the product changes straight to the customers. The system is becoming unusable.

@PBJ10 

RE: It's like there is zero quality assurance going on before they force the product changes straight to the customers.

The number of functionality omissions and technical issues with the new invoices really is amazing. It's like someone inside of Intuit has released this garbage on purpose.

I am having the same problem. In my case, I tried to copy a new invoice over from Harvest, which failed. So I created the invoice manually in QBO. Now QBO says the next invoice number (which would have been copied from Harvest) is already taken. However, when I look at the list of invoices in QBO, no such invoice exists. So where is it? There are now a couple of hidden invoices in QBO?

Thank you for bringing this issue to our attention. I understand the frustration of encountering discrepancies with invoice numbers. I'm here to assist you with the discrepancies  invoice numbers@jason192 .

Have you already tried the troubleshooting steps recommended by my colleague? This issue may be related to your web browser. It is recommended to clear your browser's cache and cookies or try accessing QuickBooks Online from a different browser or device.

By default, QuickBooks Online generates invoice sequence numbers starting from 1001. Additionally, QuickBooks Online automatically detects if there is already an existing invoice with the same number. I suggest checking the audit log in QuickBooks Online to see if the invoice was created but is not visible in the list of invoices. The audit log provides valuable insights into changes or actions that have occurred within your QuickBooks Online account. 

Here's how:

1. Go to the Gear icon.
2. Choose Audit Log.
3. From the Filter drop-down, choose the appropriate User, Date, and Events filter.
4. Click Apply.

I'll include this article again if you need more details about the Audit Log: Use the audit log in QuickBooks Online.

To learn more about invoice numbers and how to assign them, please refer to this article: How to assign invoice numbers: Definition & examples.

You can also save time by creating recurring invoice transactions to schedule an invoice.

If you have any further questions about QuickBooks Online or invoice numbers, please feel free to comment below. I am always here to assist you.

Yes, I tried those steps. It did not help.

It turns out the problem was that my bookkeeper had created "credit memos," and the numbers assigned to those credit memos were also treated as *invoice numbers* within QBO. However, searching for those numbers, including using various versions of advanced search, would not show them. They didn't show up under invoices or transactions. I had to know that I needed to look for a credit memo, before performing a search uncovered them.

So this was a confusing waste of a couple hours of my time, since QBO decided a credit memo and an invoice are the same but credit memos are somewhat hidden.

@jason192 

RE: It turns out the problem was that my bookkeeper had created "credit memos," and the numbers assigned to those credit memos were also treated as *invoice numbers* within QBO.

Another basically idiotic change by QB Online. What are they thinking?

Invoices and Credit Memos are not the same thing, and IMO shouldn't even share the same numbering sequence.

And, in any case, who cares one whit if you want to use the same numbers more than once? Good grief.

It's good to know that you did everything to fix the issue, and I appreciate you for that, @jason192. 

I understand how frustrating it can be when the system doesn't work as expected. Your feedback is valuable, and I encourage you to share it directly with our product engineers so they can use your insightful input to enhance your QuickBooks Online experience. 

Here's how:

1. Hit the Gear icon at the top, then select Feedback.
2. Type in your product suggestions.
3. Click Next to submit feedback.

You can also visit our Customer Feedback page to track the status of your request.

I'm adding this future reference if you want to personalize and add specific info to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Please keep me posted if you have further questions or concerns about the invoice number in QuickBooks. Simply leave a reply, and I'll get back to you. 

If Quickbooks isn't using these forums as fodder for understanding their customers and the most common and widespread issues, and is, instead, waiting for us to waste additional time submitting a formal statement through the app—I think you're on a swift, very steep downward spiral.

This was more or less our issue as well and how we managed to resolve it.

Did you find a fix for it?

Hello there. Thank you for joining the thread. I have here some information relating to this issue.

We currently have an open investigation (INV-97125) into this concern. For now, it is best to contact our QuickBooks Online Support Team so they can include you in the list of affected users. This way, they will be able to notify you as soon as any solution is available.

To speak with one of our experts from QuickBooks Online Support. Please follow the steps below to contact support:

1. Sign into your QuickBooks Online company. Select Help (?).

2. Choose either tab: Assistant or Talk to a Human.

3. Search or click Contact Us.

4. Start a chat with a support expert.

You can contact us from Mondays to Fridays, 6 AM to 6 PM PT, and Saturdays, 6 AM to 3 PM PT.

I'm including these articles you may find helpful in the future while working on a task in QuickBooks Online:

• Customize invoices, estimates, and sales receipts in QuickBooks Online.
• Customize reports in QuickBooks Online.

Your patience on the matter is well appreciated. Our engineers are working hard to find the best solution to rectify this error when recording tax payments. If you have further questions about your tax payments, drop a comment below, and I will answer them in any possible way. That's it for now. Stay safe!

How do I find the duplicate invoice number?  I can't find a report to let me do this to change one and my HELP doesn't work in my Quickbooks which they haven't bothered to help me with.

I'm here to help you locate duplicate invoice numbers to prevent discrepancies and errors in financial records, @Elissiah. 

To locate the invoice that contains duplicate transaction numbers: 

1. Hover to Sales, then select All sales. 
2. Select the NO. column to sort your transactions
3. Check for duplicates.

You can run a customer report to view all your sales transactions clearly.

1. Go to Reports, then enter Transaction List by Customer in the search field.
2. From the Report period dropdown menu, select All Dates.
3. Select Sort dropdown.
4. From the Sort by dropdown menu, choose Num. Then select Ascending order or Descending order.

You'll see a list of your invoices, sales receipts, and other sales transactions listed in numerical order.

Moreover, you can set up automated reminders for your customers when your invoices are due. This feature can help you get paid faster and reduce the number of overdue payments. 

Just tap the reply button and enter your response whenever you need further information regarding your duplicate invoice numbers. I'm always here to help you. 

I'm having a similar issue but instead, when I create a new invoice instead of using the next available number, it uses an old invoice number followed by  "-fee"  (ex. 14540-fee). I've tried everything on this thread and spoke with QB assistant and they didn't give any solution. Does anyone have any experience with this?

Thank you for getting back to us, @thebehive

It is important to first check whether you have already carried out the basic troubleshooting steps that my colleague, AlverMarkT provided. 

The steps may help resolve the issue you are experiencing. If you have already gone through these steps and still require help, please do not hesitate to contact us and we will be happy to assist you further.

Here's how: 

1. Sign in to your QuickBooks Online company.
2. Select Help 
3. Select either tab to get started:

• Assistant: Get quick, personalized answers. Select a suggested option, or type a question or topic you need help with. If you decide you need further help, you can still Talk to a human.
• Search: Search the QuickBooks Online knowledge base directly, or select Contact Us and choose a way to connect with us:
• Start a chat with a support expert.
• Get a callback from the next available expert.

After sorting this out, you can now record your customer's payments.

If you have any further questions, please don't hesitate to reply to this post. I'm always here to help.

Exactly

They just raising rates and counting money, not doing a good job. I have been with them for years.

You suuuuuuuck!!!

I agree whole heartedly!!  I wish they would work on getting the bugs out before pushing out new stuff!  Or even talking to us actual accountants to put in place operations that are necessary for our customers industries!  Like being able to have the project name show up on the screen under the vendors.  Or, having job name print out on the check stub when we print checks!  So many more options need to be put in place that will improve productivity vs having your your favorite task showing on different tabs at the top!  Aren't they listed off to the side as favorites and bookmarks already?  It' really hard to promote a product that keeps petering out and lacks quality!