Qvinci RoyaltyHub - Invoice Number Settings

This article explains how invoice numbers are assigned in Qvinci RoyaltyHub and how those settings interact with QuickBooks Desktop and QuickBooks Online.

Overview

There are two ways invoice numbers can be assigned when invoices or recurring invoices are created: QuickBooks can assign the invoice number, or Qvinci RoyaltyHub can assign the invoice number.

- Option 1: QuickBooks Assigns the Invoice Number -

If you use QuickBooks Desktop and choose to have QuickBooks assign invoice numbers, the invoice number is assigned in QuickBooks and written back to Qvinci RoyaltyHub during the next sync after the invoice is created.

Recommended setting: if QuickBooks Desktop is assigning invoice numbers, enable the email setting that prevents invoices from being emailed until the invoice number has been assigned. This helps ensure the customer’s invoice email includes the invoice number.

Important: Enabling this setting may delay invoice emails because they will not be sent until a sync is completed. For example, if invoices are created on Friday but the sync is not completed until Monday, customers may not receive the invoice emails until Monday.

QuickBooks Online and Custom Transaction Numbers

With QuickBooks Online, invoice numbers are typically assigned as soon as the invoice is created because the invoice syncs immediately. However, QuickBooks Online includes a setting called Custom Transaction Numbers. If this setting is turned on, QuickBooks may not automatically assign invoice numbers, and invoice numbers may appear blank.

To resolve this, turn off Custom Transaction Numbers in QuickBooks Online. After this setting is turned off, invoice numbers will automatically increment when invoices are sent to QuickBooks Online.

Note: Custom Transaction Numbers is enabled by default in QuickBooks Online.

- Option 2: Qvinci RoyaltyHub Assigns the Invoice Number -

Qvinci RoyaltyHub can assign invoice numbers immediately and then send those invoice numbers into QuickBooks. This option is useful if you want Qvinci RoyaltyHub to control the invoice numbering sequence.

1. Go to Settings.
2. Select Account.
3. In the Transaction Settings area, enable the option for Qvinci RoyaltyHub to generate invoice numbers.
4. Enter the next invoice number that should be used.
5. Optional: add a prefix to appear in front of each invoice number.
6. Save your changes. After saving, Qvinci RoyaltyHub will display the next invoice number that will be assigned.

If needed, you can change the next invoice number by selecting the option to override the invoice starting number.

Using Custom Transaction Numbers in QuickBooks Online

If you want to continue using Custom Transaction Numbers in QuickBooks Online, set Qvinci RoyaltyHub to assign invoice numbers under Settings > Account. This allows Qvinci RoyaltyHub to provide the invoice number instead of relying on QuickBooks Online to generate it automatically.

**Need Help?**

If you have questions about invoice number settings, contact Qvinci Support for assistance.