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A
arjanitor
March 26, 2019
Question

Print 3 years of previous invoices for an audit

  • March 26, 2019
  • 5 replies
  • 0 views

Is there a way to print all my previous 3 years worth of invoices, at once (with some kind of batch or macro command), for a government audit?  They want to see each and every one (500+) and I didn't print copies as I went along, since it was always on computer memory.  Thanks.

5 replies

A
Anonymous
March 26, 2019

It's great to see you here, @arjanitor,

 

I can share some insights on how to print multiple invoices in QuickBooks Desktop.

 

You can print multiple invoices in QuickBooks Desktop. To do that, you'll need to open the sales transactions one a time, then mark to Print Later box. This way those items are added to the print queue. Let me guide you through the steps.

  1. Go to the Customers menu.
  2. Choose Customer Center.
  3. Tap the Transactions tab.
  4. Select Invoices.
  5. Double click the transaction then mark the Print Later box at the top.
  6. Click Save & Close.

Once done, you can now start printing your sales forms. Follow the steps below:

  1. Click the File menu.
  2. Choose Print Forms.
  3. Pick Invoices from the list.
  4. Select the A/R Account you want to use.
  5. (Optional) Mark the invoices you want to print, then click OK.
  6. Hit Print.

That should get your work done, @arjanitor. Let me know if you have any questions. I'll be around to assist you with QuickBooks. Have a great day!

A
Anonymous
March 26, 2019

There's no way to batch force-print transactions that aren't marked to print.

 

But you can print them individually by opening each one and clicking the Print button at the top.  There is no need to mark them to print later first.

 

Still, are you sure you need to to this, to actually print them in invoice form?  A much much easier option is to create a Journal report, which shows all the accounting details for each invoice.  You can filter it for TransactionType = Invoice, the desired date range, and then add typical data columns you see on an invoice that aren't there by default, such as the Item, Qty, and Rate.

 

Start at Reports | Accountant & Taxes | Journal to create the report.

    A
    Albrektson
    September 18, 2019

    Thanks so much!  This tip saved me hours.

    V
    venhels
    July 16, 2019

    Hi @arjanitor 

     

    I have made a simple program that marks invoices as "print later" so you could print those marked invoices as a batch with  1 single click. also it can filter invoices base on transaction date and customer name. If your interested, contact me on  my email: [email address removed] I will be glad to help Thanks!

      N
      nonameplease
      September 14, 2019

      So, really there isn't a way to batch print in QB. If you have to open each invoice and then click the 'print later' option, then why not just print each one, one at a time versus taking the time to click the print later option?

        R
        Rasa-LilaM
        September 14, 2019

        Thanks for joining this thread, nonameplease.


        Printing transactions by batch can be done in the desktop version. However, you still have to mark the Print Later feature for each invoice.

         

        QuickBooks is continuously improving to enhance our customers’ experience while using it. Please know your voice is important to us, and we take customer’s suggestion as an opportunity to guide us on which area of the product we need to improve on.

         

        I'll send this feedback on your behalf for consideration in future product updates. I want you to be the first to hear about the latest QuickBooks innovations, so I’m adding an article to view the details: Firm of the Future.

         

        Reach out to me if you have any other concerns or questions. I’m more than happy to assist further. Have a good one.

         

        J
        Joeun35
        March 16, 2021

        Such a simple and important feature shouldn't be available in 2021 is insane 

          J
          JonLee
          March 10, 2022

          There are important features that I finally quit suggesting. The trend across the digital market is to add worthless feel good fluff and items to that push toward internet dependent items instead of real features.

          M
          Magspas
          April 13, 2022

          JonLee

           

          I completely agree with you. It's worthless to suggest anything because they only do what they want to push.

          I have over 2000 invoices for multiple customers to print and I don't have the time to go through each one and mark it to print. I tried the income tracker, but as someone said, it only works if the invoice has an open balance.

           

          This is stupid. 

          D
          Dan239
          January 1, 2025

          Happy New Year! It's 2025 and I'm still working extra hours with the same lack of features 6 years later.

          Quickbooks please. This feature is so simple and saves so much time when printing thousands of invoices at the end of each year!

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