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jericho18
February 23, 2023
Question

Recurring invoices numbering themselves incorrectly

  • February 23, 2023
  • 1 reply
  • 0 views

I use recurring invoices for clients on monthly maintenance agreements. We use hand written prenumbered invoices for daily service calls. Since there is no longer the feature to customize recurring invoice numbers in a manner separate from our others, the recurring are numbering themselves, duplicating numbers from handwritten invoices. Creating an accounting nightmare. One client with multiple maintenance agreements for different locations is getting duplicate numbers. Then we have to go in and decipher what the bill actually is. How can we fix this?

1 reply

AlcaeusF
AlcaeusF
February 23, 2023

Hello @jericho18,

 

Getting duplicate numbers on invoices causes difficulties in identifying transactions from the system. Allow me to chime in and lend a hand with your recurring transactions in QuickBooks Online.

 

You're right. The option to add invoice numbers through the recurring templates is unavailable.

 

As a workaround, use custom transaction numbers for your recurring invoices. Once turned on, you can edit your invoices and manually correct the details.

 

Here's how:

 

  1. On the left navigation bar, click Sales.
  2. Go to the Invoices tab.
  3. Open the invoice.
  4. Press Customize at the bottom.
  5. Select a template.
  6. Click Edit current.
  7. Switch to the Content tab.
  8. Scroll down to Form, then enable Use custom transaction numbers.
  9. Hit Done.
  10. Add the invoice number. 

 

Also, customizing the appearance and layout of sales forms is a simple yet effective way to enhance your business communications. I've attached an article you use to learn more about personalizing the details of your forms in QuickBooks: Customize invoices, estimates, and sales receipts in QuickBooks Online.

 

Let us know if you still have more questions about recurring transactions by leaving a reply. Take care, and have a great rest of the day.

J
jericho18Author
February 27, 2023

Under Content there is no option FORM

    R
    RoseJillB
    February 27, 2023

    Following the steps provided by my colleague above is a good start, @jericho18. This will enable you to customize your recurring invoice number in QuickBooks Online (QBO).

     

    Regarding your concern about navigating to the Content tab, are you referring to the form shown below? If so, I’d recommend performing troubleshooting steps to rectify this type of issue and allow you to use the application flawlessly.

     

    To start, please open a private window of your browser to get started. It pinpoints the cache that frequently results in strange behavior from browsers.

     

    Here are the keyboard shortcuts to open a private browser:

     

    • Google Chrome: press Ctrl + Shift + N
    • Mozilla Firefox: press Ctrl + Shift + P
    • Microsoft Edge: press Ctrl + Shift + P
    • Safari: press Command + Shift +N

     

    Once done, proceed to clear the cache in the browser to prevent this from happening again. If you have another supported browser, you can choose that instead.

     

    Furthermore, if your customer decides to pay the invoices, check out this handy article to mark this paid: Record invoice payments in QuickBooks Online.

     

    Feel free to add a reply if you have more questions about recurring invoices. The Community always has your back. Stay safe!

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