How to Change Number on Invoices In QuickBooks

An invoice is a receipt that you generate for your buyers or clients. It generally includes the transactional record along with the details of the business and mode of payment. Thus, while generating invoices in QuickBooks, it always assigns a unique number to every invoice. In other words, an invoice number is a number that QuickBooks generates for every invoice number. Do you know the software also allows you to change these invoices or any transaction numbers? To learn more about how to change the number on invoices in QuickBooks Online.

A Detailed Explanation of the Invoice Number

As mentioned earlier, the invoice number in QuickBooks is a number allocated to every invoice generated in the portal. The numbers are auto-generated. Moreover, these numbers are created and numbered sequentially. The assigned numbers make it easy to distinguish each invoice. Hence, retrieving data becomes easier!

Read more: QuickBooks Won’t Send Email Invoices

Steps to Change the number of invoices In QuickBooks Online

In QuickBooks, you can edit the invoice numbers in the Custom Transaction Numbers section. So, to make the necessary changes, you need to make modifications in this section:

Step 1: Using Account Settings

• Go to the toolbar.
• Hit on the Gear icon.
• Select Account and Settings.
• Click “Sales”
• On the “Sales Form Content page, click at any place on the screen.
• Turn on the “Custom Transaction Numbers” option.
• Save and hit Done.
• Open any random invoice.
• Enter the invoice number in Invoice No. field.
• The following invoices will automatically save as per the newly curated custom number.

Step 2: Changing the Company Settings

• Click on “Company Gear” at the upper right-hand icon.
• From the setting option, choose “Company Setting.”
• Click on “Sales Form Entry” from the left-hand side of the screen.
• Tick the “Custom Transaction Number” checkbox.
• Click onSave.
• In the “Custom Transaction Number” section, enter your preferred number.
• The field “Invoice Number” gets added.
• Enter any alphabet or number to sequence the number.

Step 3: Correcting the Duplicate Invoice Number

If you find that an invoice number is repeated twice, follow the given steps to perform:

• Select and open the duplicate invoice.
• Scroll down below.
• Tap “More”
• Click on “Edit” to correct the invoice.
• Save the changes. The issues will be resolved.

Read more: How to Mark an Invoice as Paid in QuickBooks

When to Change QuickBooks Invoice Number

The invoice numbers are generated automatically. However, there are certain circumstances in which you may have to change the number. They are: 

• Generally, if you want to keep a different sequence of numbers for each client, this is an excellent idea. It will help you extract data easily.
• Sometimes, duplicate invoices get generated. In simple words, it means two invoices of the same number. In such a scenario, you have to edit the invoice number. 

Types of Invoices

As you are quite familiar with the hooks and nooks of the invoices now, let’s know about their types:

• Credit Invoice: The buyer receives it from the seller on account of an earlier mistake in the invoice. It is also issued in the case of a refund. The figure on the credit invoice is always negative.
• Recurring Invoice: As the term implies, these invoices are issued on a monthly basis. The amount printed in such types remains the same. They are frequently issued for monthly subscriptions or other similar services.
• Commercial Invoice: It is created when an international transaction happens. These are special invoices. They undergo customs formalities and duty procedures during product shipment.
• Debit Invoice: The business issues the debit invoice to the customer when there is an enhancement to the invoice. When the company invests more than the estimated amount, it gets reflected in those invoices.
• Standard Invoice: This is the usual invoice format that is usually followed by businesses. It is generally created to record transactions between businesses, buyers, etc.
• Interim Invoice: An interim invoice is given to the customer in the middle of an ongoing project. It is just an update to inform you of a milestone achieved ahead of the final goal.
• Pro-Forma Invoice: This includes the estimated price before the actual price is finalized.
• Mixed Invoice: The mixed invoice can reflect either the debit or the credit amount. Thus, the amount printed on this invoice will be a positive or negative balance. However, it depends on the changes in the accounts.
• Due Invoice: You must issue this invoice to the customer if he or she has not paid the full amount. A business always issues this type of invoice whenever the customer does not pay in full by the due date.
• Timesheet Invoice: It is used mostly by hourly employees. This sheet is to keep track of their total workable hours and the pay rate. They create it and send it to the company during the payday. 

Conclusion

Invoices are the safest way to record all transactions. Since it is legal, you will not face any difficulties in data retrieval. QuickBooks has also come up with the option of editing invoice numbers. The meticulous steps for changing the number are mentioned above. You will also get to know more about them in the above article.

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