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How to Ensure QuickBooks Online and QuoteMachine use Distinct Sequence Numbers
How to Ensure QuickBooks Online and QuoteMachine use Distinct Sequence Numbers
Kadija Allagouma avatar
Written by Kadija Allagouma
Updated over a week ago

This guide will show you how to set up separate invoice number sequences for both QuickBooks and QuoteMachine. Depending on the settings configuration of either platform, QuickBooks may pick up the same numbering sequence as QuoteMachine, resulting in duplicate invoice IDs. To avoid this issue, it's best to ensure that QuoteMachine's invoice numbers are distinct from those created in QuickBooks.

Guide Navigation:

To ensure that each platform creates its own numbering sequence for documents, follow the steps below.

Enabling the proper settings in QuoteMachine

  1. Log in to your QuoteMachine account and navigate to the sidebar click My Account > Integrations > QuickBooks Online.

  2. In your integration settings make sure the setting "Override invoice number" is turned on. Don't forget to save your changes.

  3. It's advised to change your QuoteMachine document prefix so you can easily differentiate QuickBooks invoice numbers from those created in QuoteMachine.

    1. To do so navigate to My Account > Edit Account. Navigate to the field labeled "Invoice prefix" and modify it to a suitable prefix, for example, "QMI".

Setting up your document sequence in QuickBooks

First, you need to create an invoice with the numbering sequence you would like QuickBooks to follow. This is a mock invoice that you can send to yourself, its sole purpose is to establish the first ID of the numbering sequence.

  1. To do so log in to your QuickBooks account and navigate to the sidebar and select New > Invoice.

  2. Enter yourself as the customer, and select any product.

  3. This is a crucial step. Change the 'Invoice Number' field to an identifier that indicates it was generated within QuickBooks, for example, 'QBI-0001.' Subsequently, all succeeding invoices created within QuickBooks will generate sequentially from this identifier.

Decoupling QuoteMachine numbering sequence from QuickBooks

After you've completed the steps above, you need to modify your Quickbooks account settings in order to separate the two platform's numbering sequences. To do so, follow the steps elaborated below.

  1. Log in to your QuickBooks account and click on the Gear icon in the top right corner.

  2. Select Accounts and Settings >Sales.

  3. Navigate to the "Sales form content" section then make sure "Custom transaction numbers" is toggled off.

  4. Don't forget to save the changes.

After completing all the steps outlined above, QuoteMachine and Quickbooks' numbering sequences should now be separate. Each platform's invoices will be generated using its respective identifiers, in our example, QuoteMachine invoices will start with "QMI", while Quickbooks start with "QBI". This will help prevent conflicting IDs and ensure that each platform uses its unique numbering system.

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