How do i add an existing invoice to a project without the total changing to $0?

Hi desnedden,

Thanks for reaching out here.  QuickBooks Online Projects is a dynamic feature where you can create new projects and manage your business more efficiently.  Creating new invoices to add to a project is pretty straight forward.  However, moving existing invoices, especially those that are already linked to a payment, can get a little tricky, as it will disconnect the payment.  There are a few steps to adding a paid invoice to a project.  I would be glad to help!

To ensure a positive outcome, you'll need to edit the paid invoice.  It's important that you disable the 'automatically apply credits' option in your company settings, before you proceed.   Here's how;

1. Open your Settings ⚙, then click on Account and settings

2. Select the Advanced tab

3. In the Automation section, select the Edit ✎  

4. Turn off Automatically apply credits 

5. Hit Save.

Repeat these steps to turn the setting back on.

Follow these steps to add the paid invoice to your project: 

1. From the left menu, open Sales then Invoices 

2. Locate and select the paid invoice you want to add to a project

3. Click on Edit invoice

4. Use the Customer ▼ dropdown menu to select the project

5. Hit Save.

Now that the invoice has been edited, you’ll need to reconnect the payment to prevent accidentally charging your customer twice.

Here's how to reconnect the payment to the invoice;

1. Open your Settings ⚙ and select Chart of accounts

2. Find the account where the payment was deposited and select Account history

3. Locate and select the payment for the invoice, then hit Edit

4. In the Outstanding transactions section, checkmark the invoice that the payment applies to

5. When finished, hit Save and close.

Don't forget to check that the Automatically apply credits setting is turned back on.  You're all set!

If you have any other questions, please don't hesitate to reach out.  We are always happy to assist!