Skip to main content
D
djurcinovska1
January 21, 2020
Question

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.

  • January 21, 2020
  • 12 replies
  • 0 views
Original commenter did not share additional details

    12 replies

    Show previous replies
    U
    ushuaia_22
    March 17, 2022

    Hello! Are there solutions for this? We are trying to add the past invoices to a new project to track properly the invoices for a client going forward. Tried already the turning off of "automatically apply credits" and re-link a past invoice to the new project, but when I tried to link its associated payment, there is an error occurring stating if I am sure to proceed on the re-linking of payment to the invoice linked to the project, then I will lose the link between the mobile deposit. something like that. Is it feasible to re-link the past paid invoices to projects? 

    L
    LollyNino_C
    March 17, 2022

    Hi there, @ushuaia_22. 

     

    Thank you for reaching out on this and welcome to our community! 

     

    Before an invoice is paid, it's the best time to add it to a project. When you add a paid invoice to a project, the linked payment is removed from the invoice.  This will also change the invoice’s status to unpaid. You’ll need to follow the steps to reconnect the payment to avoid accidentally charging customers twice.

     

    We don’t recommend adding invoices linked to more than one other transaction, billable expense, or timesheet. If you add a linked invoice to a project, only the invoice is added. You’ll need to add the linked transactions to the project and reconnect them to the invoice.

     

    You can add existing estimates to projects as long as you haven’t converted them to invoices.

     

    For more information on projects in QuickBooks Online, please visit the link down below: 

    Set up and create projects in QuickBooks Online. 

     

    If you need assistance with anything else, feel more than welcome to reach out to the Community anytime. Have a great day!

    A
    axiomautomation
    March 23, 2022

    What a joke. How is this not fixed. Heres a common use case for most business owners. 

     

    A customer asks for an estimate on something. At this point, I have no idea whether I'm going to get the job. Not sure about other business owners but my conversion rate on estimates to purchase orders is less than 50%. I'm not going to go create a new project for every possible job I could get. If the customer decides to move forwards I still want a way to simply go to the drop-down box and move the estimate and/or invoice to the newly created project. Its not just about the linked transactions it deletes all of the text in the whole document. Insanity that this is the default behavior and in over 2 years it hasn't been fixed!!

     

    Stop adding useless features that most business owners will never need and fix core uses. This software feels like tis being written by university students that have never owned a business in their life. Whats the next new feature? Adding emojis to my invoices? 

    E
    EBGKamin
    October 17, 2024

    I can't believe I found a solution to this and no one from QBO has been able to come up with it.

    My Situation: I had an estimate that was approved. We do progress billing. We have had 2 invoices already billed and paid against the approved estimate. We have 1 invoice due from the client yet to be paid. I upgraded to Plus to be able to track each project separately. When I followed QBO experts' directions and changed the customer dropdown to the project name the entire invoice cleared out. 

     

    Here is the workaround I found:

     

    1. Create your Project.
    2. Now, go to Sales and click on Invoices.
    3. Go to the invoice that you want to migrate to your project and click on the "▼" Down Arrow on the right hand side (next to Edit | Print | ▼ ). Select Duplicate
    4. The duplicated invoice will show up in your invoices tab with the same customer name and Amount as the original but it will have a different invoice number and will be marked as unpaid.
    5. In the duplicated invoice go to customer dropdown and click on your project name.
    6. You will now have 2 invoices with the same Amounts listed in your Invoices tab. 
    7. You will have to go back and mark your Duplicated invoice as paid manually.
    8. To make everything match exactly, you can go into your Duplicated Invoice and change the invoice number to match the original invoice number.
    9. You will now see that the duplicated invoice labeled as "Customer Name": "Project Name" instead of just "Customer Name" 
    10. The duplicated invoice will be what is in your project under the projects tab.
    11. Once everything is as it should be, you can either Void or Delete your original invoice that you were unable to migrate to Projects.

     

    Doing this saved me from having to recreate my invoices line by line (we break down our quotes by activity on most of our contracts, so most of our estimates and invoices have 20+ lines in them.) Hope this helps someone...

      I
      Ivan_G
      October 17, 2024

      I appreciate your participation in this thread, EBGKamin.

       

      We in the Community thank you for sharing the workaround you've discovered. Your input is essential for users to manage their estimates, invoices, and projects accordingly. Please know that your thoughts and insights are always valued.

       

      You may also set up and use projects for the QuickBooks Time Elite plan. For more details, kindly refer to this link: Manage projects for QuickBooks Time.

       

      Our purpose in the Community is to ensure all users can manage their company seamlessly in QuickBooks. If you have more questions about converting invoices, estimates, and projects or need assistance with your reports and data, hit the Reply button. We'll ensure you're taken care of.

      Terms & ConditionsAccessibility statement