Skip to content
  • There are no suggestions because the search field is empty.

How to resolve transaction number assignment in QuickBooks Online

This article helps Webgility Desktop users in troubleshooting and verifying proper invoice number assignment in QuickBooks Online when invoice numbers appear blank. It is especially useful for users utilizing the Custom Transaction Numbers feature or integrating with external systems like Shopify. The guide outlines steps to ensure invoices are correctly numbered and prevents issues caused by misconfigured settings.

This article guides you through the steps to troubleshoot and verify proper invoice number assignment in QuickBooks Online when invoice numbers appear blank—especially when you're using the Custom Transaction Numbers feature or integrating with external systems (e.g., Shopify).

Issue Summary

  • Symptoms: Invoice number fields on newly created invoices are blank.
  • Customer Settings: Uses Shopify integration; requires specific invoice numbering formats.
  • Troubleshooting History: Disabling Custom Transaction Numbers temporarily resolves the issue; re-enabling causes blank invoice numbers.
  • Support Findings: Invoice number system not functioning as expected; awaiting confirmation on timing of any fixes.

Step 1: Review Custom Transaction Numbers Setting in QuickBooks Online

  1. Login to Quickbooks Online go to Gear Icon > Account and Settings.
  2. Go to the Sales tab.
  3. Scroll to Sales form content.
  4. Check the status of Custom Transaction Numbers.
    • Enabled: User manually assigns invoice numbers.
    • Disabled: QuickBooks auto-assigns sequential invoice numbers.

Recommendation

  • If customers require system-assigned numbers, keep Custom Transaction Numbers turned OFF.
  • If custom formats are needed (e.g., from Shopify), proceed to deeper troubleshooting below.

Step 2: Invoice Creation Scenarios

  1. With Custom Transaction Numbers OFF:
    • Create a new invoice.
    • Confirm the Invoice No. field is automatically assigned.
  2. With Custom Transaction Numbers ON:
    • Create a new invoice.
    • Confirm the Invoice No. field allows manual entry. Check if it defaults to blank and if auto-numbering is disabled.
    • Save and inspect if the number persists or clears.

Note: After making changes in QuickBooks we need to download the Latest QuickBooks Data under Connections >> Get Latest Data & Settings.

Step 3: Test an Invoice

  • After re-downloading the QuickBooks data in Webgility, go to the New Orders tab and sync one order manually to QuickBooks.
  • After syncing the order go to the Posted Order Tab and verify the Invoice number.