How to Change Invoice Number in QuickBooks

To change an invoice number in QuickBooks, you need to edit the invoice manually. Open the invoice you want to update, click More Actions > Edit, and then adjust the Invoice no. field at the top. You can replace the auto-generated number with your own custom format, such as starting from 1001, adding the year (e.g., 2025-001), or aligning it with your internal record system. After updating, just click Save and the invoice will now carry your chosen number.

Open the Invoice You Want to Edit

1. Log in to your QuickBooks Online account.
2. From the left-hand menu, click on Sales > Invoices.
3. Locate the invoice whose number you want to change.
4. Open the invoice by clicking directly on it.

Example: If you accidentally created an invoice numbered INV-2001 when it should have been INV-2101, this is where you’ll make the adjustment.

Enable Custom Transaction Numbers (if needed)

QuickBooks sometimes prevents you from editing invoice numbers unless you allow custom numbers.

1. Go to Settings (⚙️ gear icon) in the top right.
2. Select Account and Settings.
3. Navigate to the Sales tab.
4. Under Sales Form Content, toggle Custom transaction numbers to “On.”
5. Save and close the settings.

This unlocks the ability to manually edit invoice numbers on each form.

Edit the Invoice Number

1. Once your invoice is open, look for the Invoice number field at the top.
2. Delete the existing number and type in the correct one.
3. Make sure your new number follows your numbering system (e.g., sequential order).
4. Save the invoice.

Example: If your invoices usually run in sequence INV-2101, INV-2102, etc., but QuickBooks skipped a number, you can fix it here.

Apply Consistent Numbering Rules

Changing one invoice is simple, but consistency matters for compliance and reporting. Follow these best practices:

• Sequential order: Never skip numbers unless a canceled invoice is properly recorded.
• Prefixes for projects/clients: Add unique identifiers, like INV-2025-CONST for construction jobs.‍
• Audit trail: Keep a record of why a number was changed in case of an audit.

Verify the Change in Reports

After editing the invoice number:

1. Run a Sales by Customer Detail report.
2. Check that the updated invoice number appears correctly.
3. Confirm there are no duplicate numbers that might confuse accounting.

This ensures accuracy for financial statements and customer communication.

Bonus Tip: Automate Invoice Management with DepositFix and QuickBooks

If you’re using DepositFix integrated with QuickBooks, your invoices and payments can sync seamlessly. This not only reduces the need for manual invoice edits but also ensures your numbering system stays consistent across both platforms. DepositFix allows you to manage online payments, update invoice data automatically, and keep everything aligned in QuickBooks without extra effort.