Skip to main content
B
brandy10
July 8, 2020
Solved

How can I link existing invoices that are in QB to a new project? I know I can delete them and reenter, but there is too many to invoices. There must be an easier way.

  • July 8, 2020
  • 1 reply
  • 0 views
Original commenter did not share additional details
Best answer by rvrfrf

Welcome to the Community, brandy10. I'll guide you through how to link invoices with projects.
 

Once a project has been created, each associated invoice can be linked to it manually. You'll want to keep in mind that any linked transactions (billable time, credits, payments, etc.) or attachments will be removed when moving an existing record to a project.
 

Here's how invoices, estimates, and transactions can be added to projects:
1. In the left navigation bar, go to Sales, then open the Customers tab.
2. Access the customer profile by clicking on their display name.
3. Find the invoice, estimate, or transaction and open it.
4. Use the Customer drop-down arrow to search for the name of your project.
5. Choose the one you want to link with your record.
6. Click Save.
 

Once you've completed this process, your customer's invoice will be connected with the project you selected in step five.
 

I've included a couple resources below which you may find useful:


If you need assistance with anything else, feel more than welcome to reach out to the Community anytime. Have a great day!

1 reply

R
rvrfrfAnswer
July 8, 2020

Welcome to the Community, brandy10. I'll guide you through how to link invoices with projects.
 

Once a project has been created, each associated invoice can be linked to it manually. You'll want to keep in mind that any linked transactions (billable time, credits, payments, etc.) or attachments will be removed when moving an existing record to a project.
 

Here's how invoices, estimates, and transactions can be added to projects:
1. In the left navigation bar, go to Sales, then open the Customers tab.
2. Access the customer profile by clicking on their display name.
3. Find the invoice, estimate, or transaction and open it.
4. Use the Customer drop-down arrow to search for the name of your project.
5. Choose the one you want to link with your record.
6. Click Save.
 

Once you've completed this process, your customer's invoice will be connected with the project you selected in step five.
 

I've included a couple resources below which you may find useful:


If you need assistance with anything else, feel more than welcome to reach out to the Community anytime. Have a great day!

    A
    aqadir
    August 18, 2020

    Hey, 

     

    I have tried the steps mentioned - the only thing is instead of linking the already created invoice I get a message "this will remove any link transaction" on going ahead pressing "ok". the entire invoice to the value of Zero.

     

    Please suggest solution

     

    thanks 

      Rose-A
      Rose-A
      August 18, 2020

      I appreciate you joining in this thread, aqadir.

       

      I'm here to share some information regarding linking existing invoice to a project in QuickBooks Online.

       

      This message will pop-up if you're linking an invoice that is already linked to a transaction like, estimates and billable expenses in QuickBooks Online. 

       

      Once you hit OK, the invoice value will be zeroed out since you're removing the linked transaction that has the original amount. To avoid getting this message, I'd suggest to check the invoices before linking them to a project.

       

      There are two ways to know if an invoice is linked to a transaction, see the sample screenshot below to see where to check those linked transactions.

       

       

      I'd suggest going through the resources below. These links contain more information about other ways to deal with the project feature as well as designing and customizing your invoice template:

       

      Projects FAQ

      Customize invoices, estimates, and sales receipts in QuickBooks Online

       

      Let me know if you have additional questions. I'll be available in the comments to assist you further. Have a nice day!

      Terms & ConditionsAccessibility statement