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In this article, you'll learn how Workiz numbers your invoices when they sync to QuickBooks Online, and how to choose the numbering option that fits how you reconcile your books.
Reconciling is easier when an invoice has the same number everywhere you look. With Match invoice IDs when possible, Workiz Invoice 10 shows up in QuickBooks as Invoice 10. If that number is already taken in QuickBooks, Workiz adds a unique identifier to the ID so the invoices don't clash and the sync still goes through.
Your invoice numbering options
In your QuickBooks integration settings, the QuickBooks invoice numbering section gives you two ways to sync invoice IDs:
| Option | How it works | Example |
|---|---|---|
| Match invoice IDs when possible | Syncs each invoice to QuickBooks using the same ID it has in Workiz. If that number is already taken in QuickBooks, Workiz automatically adds a unique identifier so the sync still goes through. | Workiz Invoice 10 → QuickBooks Invoice 10 |
| Always generate unique invoice IDs | Adds a prefix and unique identifier to every invoice, whether or not the number is already taken. This prevents all ID-related syncing conflicts. | Workiz Invoice 10 → QuickBooks Invoice SAJ10_[unique identifier] |
Match invoice IDs when possible
When this option is selected, Workiz tries to sync each invoice using its exact Workiz ID. Most of the time, that's exactly what you'll see in QuickBooks. To ensure this happens, we recommend creating your invoices solely within Workiz and syncing with QuickBooks Online. This will prevent data conflicts from occurring.
If an invoice with the same number already exists in QuickBooks — for example, an invoice you created directly in QuickBooks, or one synced from a previous connection — QuickBooks won't allow a duplicate. Instead of letting the sync fail, Workiz automatically syncs that invoice with a modified ID using the same format as the Always generate unique invoice IDs option.
Workiz Invoice 10 → QuickBooks Invoice 10
If Invoice 10 already exists in QuickBooks: Workiz Invoice 10 → QuickBooks Invoice SAJ10_[unique identifier]
Always generate unique invoice IDs
While we recommend creating your invoices within Workiz, this option is useful for those who still wish to create invoices in QuickBooks Online as well. When this option is selected, every invoice syncs to QuickBooks with a system-generated ID in the following format:
SAJ{{Invoice ID}}_{{unique identifier}}
For example, Invoice ID 100 in Workiz may appear in QuickBooks as SAJ100_SKOT.
Because every ID is guaranteed to be unique, this option prevents all ID-related syncing conflicts. It's also the way Workiz has always numbered synced invoices, so it may be a better fit if your team is used to spotting Workiz invoices in QuickBooks by their SAJ prefix.
How to change your invoice numbering setting
- From the navigation bar, select the profile icon > Settings
- Under Integrations, select QuickBooks integration
- From the QuickBooks integration page, select the Settings tab
- Under QuickBooks invoice numbering, select Match invoice IDs when possible or Always generate unique invoice IDs
Your invoice numbering setting only applies to invoices synced after you make the change. Invoices already in QuickBooks keep their current numbers, so if you switch options, you may see both formats in QuickBooks.
Checking for modified invoice IDs
If you're using Match invoice IDs when possible, you can see which invoices were synced with a modified ID from your sync log.
- From the navigation bar, select the profile icon > Settings
- Under Integrations, select QuickBooks integration
- Select Filter results > Invoices
- Look for invoices with the following message indicating a conflict found during syncing, and its resolution:
Invoice number was taken in QuickBooks — synced with modified ID (SAJ10_[UNIQUE IDENTIFIER])
This message is informational only — the invoice synced successfully, and no action is needed. The message shows the exact ID the invoice was given in QuickBooks, so you can search for it there.
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