In order to have the ability to set up, change or reset the numbers on your transaction forms you'll need to turn on Custom Transaction Numbers:

  1. Choose the Gear icon at the left, then Account and Settings.
  2. Choose Sales from the menu on the left.
  3. Under Sales Form content click on the Edit icon
  4. Place a check in the box for Custom transaction numbers.
  5. Click Save.
Turning on  Custom Transaction Numbers  will affect the following sales forms:
  • Estimates/Quotes
  • Invoices
  • Sales Receipts
  • Credit memos/Adjustment Note
  • Refund receipts
  • Charges
  • Credits

To enable custom transaction forms on purchase orders, you'll have to change the setting in a different place:

  1. Choose the Gear icon at the left, then Account and Settings
  2. Click on Expenses from the menu on the left.
  3. In the Purchase orders section, click on the Edit icon.
  4. Place a check in the box for Custom Transaction Numbers.
  5. Click Save, then Done.

You can now change your transaction numbers to have numbers and letters or just numbers (such as AT101, I-1001 or 5001).

  • New transactions will auto-populate a new number in sequence (such as AT102, I-1002 or 5002), based on the last number entered.
  • If the numbering is changed on  only one of the form types, other sales forms will take on the same numbering sequence.
    Example:
    • You changed invoices only to: AT101
    • Estimates, credit memos, and the rest of the forms will follow same sequence: AT101, AT102, and so on.
  • If you change the numbering form on each transaction type they will hold the new number and run in sequence for that type of transaction.
    Example:
    • Invoices: I-1001, I-1002, etc.
    • Estimates: AT101, AT102, etc.
    • Sales Receipts: 5001, 5002, etc.
    • The same rule applies for credit memos, refund receipts, charges and credits.
  • QuickBooks Online will also prevent duplicate numbers by warning you if you try to enter a number that has already been used.

To implement your numbering sequence, you will need to create a transaction.

  1. Choose the  Plus icon (+) at the top, then Invoice.
  2. Select a name from the Customers drop-down menu. 
  3. On the top right of the form in the  Invoice # field, enter a number to begin your sequence.
  4. Complete the form.
  5. On the bottom right click  Save.

The form will now maintain the numbering sequence you want, and if the preference remains turned on, you'll have the option of editing the Invoice # field so that you can change or restart the sequence.  If you attempt to use the same transaction number twice the system will provide you the warning:  This sales transaction number (xxx) already exists. Save anyway? with a prompt to click Yes or No, which will help to avoid duplication.

Note: Once you have established your numbering sequence, you may turn off the setting so that the sequence is not inadvertently changed.  If you do this:

  • You will be unable to change the number of the transactions
  • You will no longer be able to see the Invoice # field on the sales forms
  • The system will auto-generate the numbers in the appropriate sequence.

Additional Resources

Print invoice numbers on Sales Forms

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