Skip to main content
R
Race-MX
December 22, 2023
Solved

Managing invoice numbers across sales channels

  • December 22, 2023
  • 1 reply
  • 0 views

I'm planning to start using QB and have a question about how invoice numbers are assigned/managed using different sources. Example I have an e-commerce site and as orders are received Woocommerce records the transaction and assigns the next invoice number in sequence. As I understand Quickbooks can sync or download the Woocommerce transactions including the pre-assigned invoice numbers. I also have a lot of orders that must be entered manually. Is there a way to sync the invoice numbers (Woocommerce + manual orders) in Quickbooks and avoid having to use two separate series of invoice numbers?  

Best answer by GlinetteC

I appreciate you reaching out to us with your query regarding a way to sync invoice numbers for both WooCommerce and manual orders in QuickBooks Online, Race-MX. 

 

Yes, this is possible. By default, QBO will utilize the WooCommerce order ID as the invoice number. To prevent any numbering conflicts with the invoice or sales receipt numbers, it is necessary to use the next QBO invoice numbers in your WooCommerce Settings.

 

I'll walk you through the process of how to achieve your goal.

 

First, turn off the Custom transaction numbers in QBO Settings. 

 

  1. Go to the Settings icon and select Accounts and Settings.
  2. Choose the Sales tab.
  3. In the Sales form content, click on the edit pencil icon, then toggle the Custom transaction numbers.
  4. Click on Save, then Done.

 

Afterward, go to your WooCommerce admin area to enable the Use Next QuickBooks number. Doing this will automatically assign the next QBO invoice number when entering the manual orders.

 

In addition, here's an article on how to personalize and add details to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

Keep me posted if you need further assistance managing your invoices in QuickBooks. I'll be here to provide you with the support that you need. Keep safe.

1 reply

G
GlinetteCAnswer
December 22, 2023

I appreciate you reaching out to us with your query regarding a way to sync invoice numbers for both WooCommerce and manual orders in QuickBooks Online, Race-MX. 

 

Yes, this is possible. By default, QBO will utilize the WooCommerce order ID as the invoice number. To prevent any numbering conflicts with the invoice or sales receipt numbers, it is necessary to use the next QBO invoice numbers in your WooCommerce Settings.

 

I'll walk you through the process of how to achieve your goal.

 

First, turn off the Custom transaction numbers in QBO Settings. 

 

  1. Go to the Settings icon and select Accounts and Settings.
  2. Choose the Sales tab.
  3. In the Sales form content, click on the edit pencil icon, then toggle the Custom transaction numbers.
  4. Click on Save, then Done.

 

Afterward, go to your WooCommerce admin area to enable the Use Next QuickBooks number. Doing this will automatically assign the next QBO invoice number when entering the manual orders.

 

In addition, here's an article on how to personalize and add details to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

Keep me posted if you need further assistance managing your invoices in QuickBooks. I'll be here to provide you with the support that you need. Keep safe.

R
Race-MXAuthor
December 22, 2023

Awesome thanks for your help. 

E
Erika_K
December 22, 2023

Thank you for getting back on this thread, @Race-MX.

It's great to hear that my colleague's steps helped you manage your invoices across different sales channels.

Here in the Community, we always ensure we can address every customer's concerns and assist you in getting back on track.

Please let me know if you have any additional queries, and I'll get back to you as soon as possible. Have a great day ahead!

Terms & ConditionsAccessibility statement