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lar905
March 14, 2023
Question

Invoice shows incorrect prior amount from estimate

  • March 14, 2023
  • 1 reply
  • 0 views

Hi! I have created 2 progress invoices from an estimate. The first one is fine. The second invoice has items in the prior amount window that have not been invoiced yet? I have no idea how they got there? when I try to make an invoice for the remaining amounts on the estimate, the amount is incorrect because the prior amounts on the pervious invoice make it look like they were already invoiced, which they were not! Had 2 calls with support with no solution. any suggestions? I have already deleted the invoice and tried to recreate it, but same thing happens.

1 reply

MichelleBh
MichelleBh
March 16, 2023

I know how precious your time is, @lar905. I appreciate all your efforts in dealing with this estimate and invoice issue in QuickBooks Desktop. 

 

You're right that the estimate's remaining balance shouldn't show as fully invoiced since you haven't done so. Someone may have invoiced your estimate's remaining balance. That could be why it shows as fully invoiced. Thus, I'd recommend checking the Audit Trail report to review your account activities or determine if this is the case.

 

Go as follows:

 

  1. Click Reports at the top menu bar and choose Account & Taxes.
  2. Select Audit Trail.
  3. On the report screen, click Customize Report.
  4. Go to the Filter tab and search for the Transaction type.
  5. Choose Invoice and filter the other details you want to show in the report.
  6. Hit OK. 

 

If no one changes your transactions, I'd suggest calling our Customer Care Team again. I know you've already talked to them, but they're the only ones who can give you a more in-depth look at your transactions. They can also submit a ticket to our product engineers for further investigation. Please call them within business hours for a swift response. 

 

In addition, you can run the Job Progress Invoices vs. Estimates report  to track how much you invoice for each estimate.

 

Moreover, check out the following articles below for more information on how to record bank deposits and add estimates to projects:

 

 

Please let me know if you have further questions about your progress invoice or any other QuickBooks issues. I'm always willing to help. Keep yourself safe.

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lar905Author
March 16, 2023

Thank you for taking the time to respond. I have done all you suggested and no one creates invoices except me. I had to delete the invoices, payments and deposits, go back and delete the line items that were incorrect l then put them back in at the bottom of the estimate and recreate the invoices. Definitely a problem in the program! Thank you!

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HCValerie
June 21, 2023

Agreed - definitely a problem in the program.  Even recreating the invoices doesn't solve the problem.  I've had this issue more than once.  It's an ongoing monster in QB.  If I was relying only on QB to track our projects we would be in a world of trouble.  We have to rely on the AIA documents in Excel to keep the fund balances accurate.  It's unfortunate. I really wish QB would find a fix for this issue.

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