Understanding QuickBooks Invoice Numbers

When Hoops creates an invoice in QuickBooks Online, the invoice number is automatically assigned using the corresponding Hoops SalesDoc Number.

Understanding how invoice numbers are assigned can help prevent confusion and make it easier to troubleshoot situations where an invoice number appears blank or displays as "-" in Hoops.

When Hoops sends an invoice to QuickBooks, it automatically uses the SalesDoc Number as the invoice number.

This applies whether the invoice is created from the SalesBoard, JobBoard, or directly from a SalesDoc or Job.

For example:

The Job Number does not determine the QuickBooks invoice number, even when a Job has already been created.

This ensures that invoices generated from the same SalesDoc follow a consistent numbering reference, regardless of where the invoice is created in Hoops.

No, not through the standard Hoops integration.

When Hoops creates an invoice in QuickBooks Online, it supplies the SalesDoc Number as part of the invoice creation process.

Because QuickBooks receives an invoice number from Hoops, it normally uses that value rather than generating its own invoice number sequence.

If you prefer to use a different invoice number, you can manually edit it directly within QuickBooks after the invoice has been created.

To ensure the most predictable behavior, we recommend reviewing the following setting in QuickBooks Online:

Settings → Account and Settings → Sales → Sales Form Content

Recommended: Disable Custom Transaction Numbers unless you have a specific accounting requirement to manage invoice numbering manually.

When disabled, QuickBooks can automatically generate an invoice number if one is not supplied.

When enabled, QuickBooks may create invoices without assigning a number if Hoops does not supply one, such as when a duplicate invoice number causes a conflict.

Hoops normally supplies the SalesDoc Number regardless of this setting.

If an invoice number displays as "-" in Hoops, it usually means QuickBooks successfully created the invoice but did not return an invoice number.

This is commonly caused by a duplicate invoice number conflict or a numbering configuration issue within QuickBooks.

One of the most effective ways to reduce invoice number conflicts is to use a more unique SalesDoc numbering sequence within Hoops.

When a new Hoops account is created, SalesDocs, Jobs, and Purchase Orders typically begin with low numbers such as #1, #2, #3, and so on.

These numbers can sometimes conflict with existing invoice numbers in QuickBooks.

We recommend updating your SalesDoc Starting Number to a higher range, creating longer and more unique identifiers.

For example, SalesDoc #201347 is far less likely to conflict with an existing QuickBooks invoice than SalesDoc #7.

Many businesses also find that longer, more unique numbers provide clearer references when communicating with customers and managing their accounting records.

To configure your numbering in Hoops, navigate to:

Settings → My Organization → Starting Numbers

Update your SalesDoc Starting Number to a higher, more unique value.

Changing your Job Starting Number will not affect the invoice numbers sent to QuickBooks.

For detailed instructions, see Configure Starting Numbers.

Important: Updating your starting numbers affects newly created SalesDocs. It does not automatically renumber existing SalesDocs or invoices already created in QuickBooks.

If an existing invoice has no number in QuickBooks, you may need to assign one manually within QuickBooks.