Wrong Estimate or Invoice number is set in Quickbooks

In early 2021, QuickBooks made a change for how they manage their Estimate/Invoice number (DocNumber) settings which may cause issues with some Quoter-QuickBooks integrations. If you are experiencing problems with the DocNumber not showing up correctly in QuickBooks, please follow the instructions below.

Problems:

  • The integration does not follow the correct DocNumber (shows as blank)

  • Creating an Estimate or Invoice in QuickBooks uses "QUOTER-###" format as DocNumber

Solution:

QuickBooks will only remember the last created DocNumber when the setting “Custom transaction numbers” is enabled. To fix this, you will need to reset your DocNumber by creating an Estimate or Invoice, then disable the setting.

See the steps below for instructions:

  1. In QBO Settings → Sales → Sales form content, ensure the setting “Custom transaction numbers” is enabled:

  2. Next, create an Estimate or Invoice and enter a custom number you wish to use. For example, "Estimate-001" (it can start with any number).

  3. Go back to the setting shown in step 1 and disable “Custom transaction numbers”.

Creating an Estimate or Invoice will now follow the previous pattern with incremented numbers.

Result:

  • When the Quoter-QuickBooks integration setting "Use the Quoter Quote # as the QuickBooks Estimate and Invoice numbers" is disabled, the integration will follow the previously set pattern in QuickBooks.

  • When the Quoter-QuickBooks integration setting "Use the Quoter Quote # as the QuickBooks Estimate and Invoice numbers" is enabled, the integration will use the "QUOTER-###" pattern. Estimates or Invoices you create in QuickBooks will use the pattern created by following the Solution section in this article.

Please note: This problem will not be fixed if you wish to keep the “Custom transaction numbers” setting enabled.

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