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PRpro
July 5, 2020
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Changing the customer on already-sent invoices

  • July 5, 2020
  • 1 reply
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I'm self-employed and have sent several, as-yet-unpaid invoices to a corporate customer, each of which included dates and descriptions of the relevant single-time activities as well as expenses.  The customer has now created a separate corporate entity and wants me to combine all of the previous charges into one, new invoice directed to the new entity as customer.  I need that new invoice to contain all of the individual time and expense charges that are in the already-sent invoices, but I can't figure out how to create such an invoice.  QB won't allow me to cut-and-paste charges from one invoice to another, nor to change the customer names on single-time activities that have already been invoiced.  If I simply void the previous invoices, I assume I will lose all of those single-time activities that were connected to that initial customer and have to re-create them entirely.  Help!  Is there a better way I can create this new invoice??

 

Karen

Best answer by Catherine_B

You can delete the invoice instead of voiding it, Karen.

 

The Single Time Activity will be unlinked after deleting the invoice. It will be available in the Add to Invoice drawer again when you create a new invoice. You can take a snip of the invoices before deleting them as a reference in recording them as one. 

 

To delete an invoice, just click the More menu at the bottom of the opened invoice. Then, select Delete and confirm that you'll delete it. After, you can follow these easy steps on how to create a new invoice and link the billable time. 

  1. From the left menu, click the +New button.
  2. Select Invoice. 
  3. Enter the customer's name and the Add to invoice sidebar will prompt with the list of all the available Billable time.
  4. You can click Add all or select Add of the specific time activity. 
  5. Enter the items of the invoice and other details. 
  6. Click Save and close or Save and send once done. 

You can also send a statement to the customer that will combine all open invoices. To learn how to do so, you can check out this article: Create and view customer statements. After you've recorded the invoice, you can record the customer's invoice payment. 

 

I'm just here if you have any other questions. You can always leave a reply or post again if you need more help. Have a great day!

1 reply

MaryLurleenM
MaryLurleenM
July 5, 2020

Hello there, PRpro,

 

Since you're combining all of the invoices into one, you'll want to void the previously sent invoices and create a new one. You're unable to combine those since they are separate transactions. Make sure to keep a copy of the invoices before deleting them.

 

Here's how to delete invoices:

 

  1. Click Sales on the left pane.
  2. Find and open the transaction.
  3. Review the transaction. Make sure you need to void or delete it.
  4. If you want to include the void or delete date, add a note to the Memo or Message section.
  5. Select More in the footer. Then select Void or Delete.This shows the options at a bottom of a transaction when you select more.
  6. Select Yes to confirm.

Check out these articles for future reference:

You can also find helpful articles on our QuickBooks page about sales and customers.

 

I'll be right here if you need further assistance.

    P
    PRproAuthor
    July 5, 2020

    Thanks for your quick reply!  Does that mean I will have to re-create every single-time activity that was linked to the invoices being voided?  Or is there some way to preserve the single-time activities and just change the customer on them?

     

    Karen

    C
    Catherine_BAnswer
    July 5, 2020

    You can delete the invoice instead of voiding it, Karen.

     

    The Single Time Activity will be unlinked after deleting the invoice. It will be available in the Add to Invoice drawer again when you create a new invoice. You can take a snip of the invoices before deleting them as a reference in recording them as one. 

     

    To delete an invoice, just click the More menu at the bottom of the opened invoice. Then, select Delete and confirm that you'll delete it. After, you can follow these easy steps on how to create a new invoice and link the billable time. 

    1. From the left menu, click the +New button.
    2. Select Invoice. 
    3. Enter the customer's name and the Add to invoice sidebar will prompt with the list of all the available Billable time.
    4. You can click Add all or select Add of the specific time activity. 
    5. Enter the items of the invoice and other details. 
    6. Click Save and close or Save and send once done. 

    You can also send a statement to the customer that will combine all open invoices. To learn how to do so, you can check out this article: Create and view customer statements. After you've recorded the invoice, you can record the customer's invoice payment. 

     

    I'm just here if you have any other questions. You can always leave a reply or post again if you need more help. Have a great day!

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