How to Change an Invoice Number in QuickBooks Online?

by James Antonio

While organizations are becoming bigger, the transactions and accounting processes are turning huge simultaneously. In such a scenario, simple manual computation or a mediocre software application doesn’t really help. You need to have way more advanced software to tackle accounting and transaction-related functions. This is what brings QuickBooks into the scene as one of the best software solutions for small, medium, and big businesses. Know Here you can learn how to change an Invoice number in QuickBooks Online. An invoice number is a unique number that the software allots to the number of invoices that you store in it.

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With QuickBooks, the data in the database remains organized in a proper sequence, The software is so designed that it automatically assigns uniquely identifiable numbers to whatever you save. As a result, searching for particular information or data becomes easier and faster.

What is an Invoice Number?

As stated earlier, QuickBooks assigns unique numbers to every data saved in it. An invoice number is a unique number that the software allots to the number of invoices that you store in it. It is set automatically and accordingly, the new invoices that follow are sequentially arranged and numbered. Assigning the numbers makes it convenient for you to identify the required invoices when required. In short, the data retrieval process becomes more convenient.

Why Change an Invoice Number is Required?

Though the invoice number is automatically set by the software itself, there are instances when you might need to name or number the invoices in a different way. Thus, you do get an option to adjust the numbers at your convenience.

Most of the time, the change in the invoice number is done when you want to keep invoice numbers different for different clients. This is, of course, a better way of organizing the invoices as you can retrieve them even more smoothly when required.

There might be a case where you find two data or invoices retrieved while looking for one. This happens because of the duplication of the invoice number, which could happen due to any whatsoever reason. This is when you will require adjusting or changing the invoice number.

How to Change an Invoice Number in QuickBooks Online?

The invoice numbering is controlled and taken care of under the Custom transaction numbers feature. Thus, to make the changes, the setting of this section needs to be changed.

Option 1: Using Company Settings

  • Go to the Company Gear icon. It is present on top-right side corner. Click it.
  • Navigate to the Setting option
  • Select Company Setting
  • On the left-hand side of the screen, choose the Sales Form Entry option
  • Tick the Custom Transaction Number checkbox
  • Click on Save
  • On the Custom Transaction Numbers section, set your number preferences
  • A field labeled Invoice No. gets added
  • Enter any number or letter you want to sequence your invoice number as.

Option 2: Using Accounts and Settings

  • On the Toolbar, click the Gear icon
  • Choose Account and Settings
  • Click on Sales
  • Click anywhere on the Sales Form Content portion
  • Turn on the Custom Transaction Numbers option
  • Choose Save
  • Click Done
  • Open any invoice randomly
  • Enter the desired number for it in the Invoice No. field
  • The invoices that follow would automatically be saved according to the new custom number that you have put in.

Don’t forget to turn off the Custom Transaction Numbers option, which you turned on in Option 2 Step 5. This will ensure that no accidental changes are made to the invoice numbers. In case, you forget to turn off the feature, it would only make things difficult for you as the invoice number may get changed without any user warning or notification.

Option 3: Editing the Duplicated Invoice Number

This is the option that should be chosen in case the invoice number is found repetitive or duplicate.

  • Click on the duplicated invoice. Open it
  • Scroll to the bottom of it
  • Click on More
  • Select to Edit the Invoice number
  • Click on Save

The steps above will surely help you resolve the issue. The guidelines are simple enough for users to comprehend. In case, you are unable to follow the instructions, they will ask you for your system’s access and they will do the changes or resolve the issue from their end.

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What is an Invoice Number?

An invoice number is a unique number that the software allots to the number of invoices that you store in it. It is set automatically and accordingly, the new invoices that follow are sequentially arranged and numbered.

Why do you Need to Change/Adjust the Invoice Number?

You might need to change/adjust invoice number in QuickBooks in the following three scenarios:

When you might need to name or number the invoices in a different way for your convenience.
When you want to keep invoice numbers different for different clients for organizing the invoices in a better way for easy retrieval later on.
When you notice duplication of the invoice number, which could happen due to any whatsoever reason.

How do I Change the Invoice Number?

You can change the invoice number in QuickBooks by following the below-mentioned steps:

On the Toolbar, click the Gear icon
Choose Account and Settings
Click on Sales
Click anywhere on the Sales Form Content portion
Turn on the Custom Transaction Numbers option
Choose Save
Click Done
Open any invoice randomly
Enter the desired number for it in the Invoice No. field
The invoices that follow would automatically be saved according to the new custom number that you have put in.
Don’t forget to turn off the Custom Transaction Numbers option, which you turned on in Option 2 Step 5.

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Receive Payment
Estimate
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Statement Charge

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You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


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How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


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What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

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Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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