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Quickbooks invoice PDF filename format

davebo4503
davebo4503 asked
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Last Modified: 2019-05-31
quickbooks - creating and emailing invoices leads to QB generating a filename like Inv_####_from_companyname_#####random number.pdf.  The random numbers don't increment and there's no apparent pattern to them.

Need to find out how the random number at the end is derived, what it's used for, and why it's included in the invoice file name.  Also whether it can be removed.
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JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Quick Books Online?  Or QuickBooks Desktop?

Batch invoices or Single Invoice?

I just set up an Invoice to email from QB Desktop.

The PDF file is called:  Inv_123_from_mycompanyname_7736.pdf

The only number "not mine" is the number at the end and that is entirely normal. It happens all the time. It is included to ensure uniqueness in the file name.  If there is more than one company job to the invoice, the invoice number may possibly be the same

So long as the first number is your own invoice number, then just let the system create and email the files.

What you see above is completely normal for QuickBooks.

Author

Commented:
QuickBooks Desktop and example like you said.
How is the number derived?  i.e. is it based on date/time?
Anything identifiable about it?
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
7736 has nothing to do with today's date (normal format) or time (normal format) that I did this sample today.

So as far as I know - just random and not important.

You would have to see if Intuit support can shed any light.

As I noted, I am fairly sure it is just a uniqueness identifier because the rest of the string may not be unique.

Author

Commented:
Thanks - Intuit support was of no help.  They actually said the number was created by my PDF program, then that it was based on the invoice template.  Both incorrect far as I can tell.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
What would you gain by this? It is just a uniqueness number.

Author

Commented:
I just wanted to know the significance of the number and how it is derived.  Since these get sent to clients it is potentially confusing for all parties.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
By the way, I see this sort of numbering (random in PDF) in PDF files created by scanning on our Xerox machines. Again nothing important and I rename the files
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Since these get sent to clients it is potentially confusing for all parties.

So far for me, it has not been. The email comes from me and the PDF is my invoice.  It always gets paid.

Author

Commented:
Thanks - It hasn't always been this way - I've used QB for years and this is new in the last 1 or 2 versions - oddly it's not explained anywhere that I could find - even through QB support - so thanks for the feedback.
Business Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018
Commented:
This one is on us!
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