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SN2025
December 10, 2025
Solved

Invoice numbers not populating the exisiting format

  • December 10, 2025
  • 1 reply
  • 14 views

Hello,

We as a company use another application called Jobdiva for timesheet entries, generating invoices and employee assignments. And so, we import invoices from Jobdiva to QBD each time when we need to. There was an issue once few months back where the import didnt work for some reason on couple of invoices and we had to manually create the invoice for Quarter end closing. When we did so, we used '0' instead of following the previous number to recognise as a manual invoice. 

Since then, each imports is following the new invoice number format like .4, .5 etc...Though i went back and changed to the running number, the import is still following continuous number format after .280, .281 etc...Is there any way to reset this format to the previously existing one?

i saw online resources for this for QBonline and not QBD. i also tried to do the below but unable to see custom transaction numbers. 

  1. Edit > Preferences > Sales & Customers > Company Preferences, and check "Warn about duplicate invoice numbers" and enable "Custom Transaction Numbers" in your form customization.

Please assist.

Best answer by GenmarieM

Hello, SN2025. Let's troubleshoot this to reset your invoice numbering format.

 

First off, it is important to note that QuickBooks Desktop (QBDT) determines the next invoice number by looking at the most recent invoice number it considers part of the sequence, so when a manual invoice was created with 0, the subsequent imports or entries started using decimals like .4, .5, .280, .281, QuickBooks treated that decimal format as the new numbering pattern going forward.

 

To restore your original invoice format, follow these steps in QuickBooks Desktop:

 

1. Create a new test invoice.
2. Enter the next correct invoice number in your original style.
3. Add a minimal line item to allow the invoice to be saved.
4. Save the invoice.

 

Once you have completed these steps, close and reopen QuickBooks. The next invoice you create should follow sequentially from the corrected number. Your imports will typically resume the correct numbering pattern as long as the importing process isn't imposing its own invoice numbers.

 

If the issue persists when importing invoices from JobDiva, check whether there are any settings or rules in JobDiva that may be changing the invoice numbering during the importing process. The altered numbering format (.280, .281) may originate from JobDiva, and QBDT could be reflecting the imported data. To resolve this, you'll need to review JobDiva's settings and adjust the next invoice to your preferred format.

 

Regarding the Custom transaction numbers, the instructions you see are for QuickBooks Online, not QuickBooks Desktop. This is why Custom transaction numbers do not appear as described.

 

Feel free to go back to this thread if you have more questions.

1 reply

G
GenmarieMQuickBooks TeamAnswer
QuickBooks Team
December 10, 2025

Hello, SN2025. Let's troubleshoot this to reset your invoice numbering format.

 

First off, it is important to note that QuickBooks Desktop (QBDT) determines the next invoice number by looking at the most recent invoice number it considers part of the sequence, so when a manual invoice was created with 0, the subsequent imports or entries started using decimals like .4, .5, .280, .281, QuickBooks treated that decimal format as the new numbering pattern going forward.

 

To restore your original invoice format, follow these steps in QuickBooks Desktop:

 

1. Create a new test invoice.
2. Enter the next correct invoice number in your original style.
3. Add a minimal line item to allow the invoice to be saved.
4. Save the invoice.

 

Once you have completed these steps, close and reopen QuickBooks. The next invoice you create should follow sequentially from the corrected number. Your imports will typically resume the correct numbering pattern as long as the importing process isn't imposing its own invoice numbers.

 

If the issue persists when importing invoices from JobDiva, check whether there are any settings or rules in JobDiva that may be changing the invoice numbering during the importing process. The altered numbering format (.280, .281) may originate from JobDiva, and QBDT could be reflecting the imported data. To resolve this, you'll need to review JobDiva's settings and adjust the next invoice to your preferred format.

 

Regarding the Custom transaction numbers, the instructions you see are for QuickBooks Online, not QuickBooks Desktop. This is why Custom transaction numbers do not appear as described.

 

Feel free to go back to this thread if you have more questions.

J
Jayson_EQuickBooks Team
QuickBooks Team
December 11, 2025

Hi, SN2025.

I’m following up to see if the solution we provided worked for you.

Did it resolve the issue, or are you still experiencing difficulties?

We're happy to assist further if you need any more help.

S
SN2025Author
December 11, 2025

Thank you for the solution, i will try this when we are ready to do an import from Jobdiva to Quickbooks to see if it worked. i will revert in any case in about a week's time. 

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