How can I add an existing invoice to a project? I make our invoices via our quotes and we don't do them through projects. I don't want to lose any data or double up.

Hi Djurcinovska1, 

Thank you for reaching out on this. 

If you have created the project already, you can go back to the existing invoice and click on the drop down box for customer on the top left. You should be able to see the project you have created under the customer name. By selecting said project as the customer on the invoice, said invoice will be added to the project. 

Hope this helps and please let us know if you have any questions. 

I am adding my voice to the request list to be able to add a paid invoice to a project. Like other comments made, we do lots of estimates but not all turn into projects. We've been using QB for over 20 years, but just turned on the project function. We'd like to be able to do some backtracking to assign invoices to projects, even to just the beginning of this year, but I'm not going to attempt that until you announce that it can be seamlessly done without loss of transactions, links, or content.

Echoing my feedback as well. This is a function that should be available. This needs some resolution as we cannot be efficient in tracking anything on a newly created project.

I'm experiencing the same difficulty so adding my comment to the list of others. We have just started using CoConstruct as our project management software. It allows us to link our client and their project to the corresponding client data in quickbooks. We have many repeat customers with pre-existing payment histories. Without the ability to associate a pre-existing invoice with a newly created project; all the previous payment history for that client gets imported. This means for any client we've ever received a payment from, when we start a new project it shows 'X' amount of money already paid and completely messes up our financials. As a result we're not able to link, push or pull payment data from quickbooks for any client we've ever taken a payment from in the past. It's chaos. 

Adding to the cry for a fix on this. It is a huge issue for QBO customers and renders Projects a weak feature… when it could be an extremely powerful one.

Keeping linked transactions and attachments if customer/project is updated on an invoice is straightforward logic that should have been incorporated from the beginning, imo, and it has been a very long wait for the correction. 

We need the ability to bring older invoicing into our Projects reporting and to correct the original invoicing "customer" field when needed, even after adopting Projects — mistakes can happen using Project's sub-customer design and should not be so difficult to correct. As a small business, we outsource our regular bookkeeping and I've got a lot of unusable Projects reports b/c the bookkeeper was not consistent with the customer field. I should be able to EASILY and WITHOUT LOSING TRANSACTIONS OR HISTORIC RECORDS go in and update this field to pull proper Project reporting. I can't. 

+1 for ability to add existing invoices from multiple customers to a project.

Currently we have been tracking internal expenses on a project for over a year, under the assumption I could add income from multiple customers to the project in order to track it. But I can't seem to add any income to the project.

The feature is half-baked and useless.

Hey all,

We are in July 2021 and the problem has not been issued yet by de dev team at Intuit.

Here is what I did to let it work for me:

I already made an est and inv, but forgot to make the project. Oke, so now I made the project. What now? My existing invoice and Estimate are not linked to it. I got the same "this will remove all links" message. 

Timely Solution: delete the invoice (note invoice number/date) > go to your estimate > change it to the project name (if the project don't get listed, which I encountered, just add : after the customer name) > and save the est. After that click create invoice from that saved estimate > and the invoice will come up correctly > now the sweet spot :) > change the invoice number to the invoice number you noted > it should save it without error. And now you have the invoice listed under the project with the original invoice number.

-- I KNOW THAT DELETING TRANSACTIONS IS SOMTEHING WE SHOULD AVOID---

--IF FEEL COMFROTABLE DOING THAT, THEN CARRY ON. ---

Let me know it this helped you resolve the issue.

DK

+1 for allowing to add previously paid invoices to a project. It's crazy this seemingly straightforward and obvious concern for small business owners has not yet been resolved. As of July 2021, if I try to add a previously paid invoice (linked to an original estimate) to a project, I get the same dreaded error that all other users have mentioned. I tried to go about it another way and link the original estimate to the project first before linking the paid invoices and that was even worse. I can't risk all that information getting deleted and having to 1) spend a ridiculous amount of time recreating years of paid invoices or 2) messing up all of our books and reconciled transactions. Please Quickbooks create a fix for this!!!

Hi corithompson,

You may need to unlink the quotes or payment linked to an invoice before you can assign it on a project. For more detailed information, you can check on this article: Add existing invoices to QuickBooks Online Projects.

Feel free to leave a comment below if you need further assistance. 

I'm also adding my voice and frustrations to this list - albeit a few years old.  

I am having the same issue and it's incredibly frustrating.  I have several paid invoices that I need to link or add to projects.  I cannot delete the invoice and create a new one because then I will lose the payment transactions.  

Very frustrating