Skip to main content
T
TBauer
January 25, 2023
Question

Can the auto-generate invoice number for custom invoices be turned off?

  • January 25, 2023
  • 1 reply
  • 0 views

Is there a way to stop Quickbooks online from filling the invoice # automatically when the custom invoice numbers is selected?  We have reoccurring transactions and it automatically add the invoice number prior to emailing it to our customers.  We do not use the sequential numbering system so our invoices are being sent with incorrect numbers.

 

I know this has been an issue since 2020 but I wanted to see if Quickbooks has resolved this critical issue.  I would appreciate it is I am not told to submit feedback as I have numerous times 🙂

1 reply

J
JamesM4
January 25, 2023

Hello TBauer,

 

Glad to have you connect with us here in the Community. QuickBooks is equipped with the tools you need in order to streamline your accounting. I'll be glad to provide the steps you need in order to prevent the system from automatically assigning custom invoice numbers. 

 

Based on the details you've shared above, I gather you have the Custom transactions numbers enabled on your account. You'd need to turn this feature off in order to achieve the goal you've mentioned above. Here's how: 

 

  1. Navigate to Settings ⚙ and select Account and settings.
  2. Click Sales.
  3. In Sales form content, select Edit ✎.
  4. Turn Custom transaction numbers off.
  5. Select Save, then select Done.

There you go. You now know how to turn off the Custom Transactions number feature on your account. Give this a try and let me know how you make out. I'll be one message away in case you need anything else. 

T
TBauerAuthor
January 25, 2023

We do want to see and create custom transaction numbers but we don't want Quickbooks to pre-fill any reoccurring invoices with a sequential transaction number based off our last custom transaction number.

 

For example:

Custom Transaction Number to Customer 1:         D Carlos 7.4.23

 

Quickbooks automatically adds the sequential transaction number to reoccurring invoices so it puts this as the transaction number:                     D Carlos 7.4.24

 

We want to have each invoice begin with a blank transaction number so we can populate it ourselves and this should be the same with reoccurring invoices.  Our customers are receiving  their reoccurring invoices via email with transaction numbers that do not make sense due to Quickbooks automatically adding the next sequential transaction number when the reoccurring transaction is completed.

 

 

 

J
JamesM4
January 25, 2023

Hi TBauer. I see what you're saying. QuickBooks offers a handy feature called "Auto-recall". Auto-recall uses the information from the last saved transaction of that type for that specific customer, supplier, or employee. The good news is QuickBooks gives you maximum flexibility with this feature as you can turn it off and on at will. Here's how to turn off the feature:

  1. Go to Settings ⚙, then select Account and Settings.
  2. Select Advanced.
  3. In the Automation section, select the pencil icon.
  4. Choose Pre-fill forms with previously entered content and uncheck the box to disable the auto-recall feature.
  5. Select Save at the bottom of the Automation box, then Done to record your changes.

Check out this article for more info on: How to use auto-recall to pre-fill transactions. Give this a try and if you have questions, please leave them in the comments below. I'll be happy to get back to you as soon as possible.

Terms & ConditionsAccessibility statement