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ClientSynq
QuickBooks tools

Change specific fields on invoices or items

Enterprise plan

Last updated: October 8, 2026

Mode B of the Batch Modify tool, Surgical Modify, fetches existing records from QuickBooks into a CSV file. You edit the values you want to change and upload the file. ClientSynq compares it with what it fetched and updates only the fields you changed. It works for invoices and for products and services (items).

Before you start

  • You need the Enterprise plan.
  • Your role needs the Import to QuickBooks permission (Roles page, QuickBooks Tools group). Without it the page shows Access Denied.
  • QuickBooks must be connected.
  • Changes cannot be undone from ClientSynq. When you fetch records, ClientSynq saves a snapshot of them as they are in QuickBooks, and the CSV you download is a copy of that snapshot. Keep an unedited copy of the download. It is your record of the original values.

Change fields on invoices

1. Fetch the invoices

  1. In the sidebar, click QuickBooks Online Batch Modify.
  2. Under Choose Your Update Method, click Mode B: Surgical Modify.
  3. Under What type of records do you want to modify?, click Update Invoices. Update Payments and Update Customers are not available.
  4. On Select Invoices to Modify, set the Invoice Date Range (From and To). It is required.
  5. Optionally narrow the list:
    • Filter by Customers: tick customers. Leave empty to include all.
    • Filter by Classes: tick classes. If your company has no classes, the box says No Classes Detected.
    • Specific Invoice Numbers: enter numbers separated by commas. Numbers may contain letters, numbers, spaces and - _ . /.
  6. Click Fetch Invoices from QuickBooks.

Screenshot to come: QuickBooks Online Batch Modify Tool → Select Invoices to Modify with date range and filters
public/help/tools/batch-modify-surgical-1.png

2. Download and edit the CSV

Export Ready shows a Snapshot Summary: the number of invoices and line items, the date range, the total amount and the customers. It also notes requested invoice numbers that were not found, and invoices left out because they have no invoice number.

  1. Click Download CSV for Editing. Save an unedited copy.
  2. Open the file in Excel or Google Sheets. Each row is one invoice line. Follow the rules on the page:
    • Do not change the locked columns __qbo_invoice_id__ and __qbo_line_index__. They are yellow with a lock in the Data Preview.
    • Do not add or remove rows.
    • Invoice-level fields, such as invoice date, due date and customer, must be identical on every row of the same invoice.
  3. Change only the values you want to update, such as dates, line amounts and quantities, classes, departments, memos, descriptions or customers. Save the file as CSV.
  4. Click I've Downloaded & Edited the CSV, then upload your edited file on Upload CSV File.

Screenshot to come: QuickBooks Online Batch Modify Tool → Export Ready with Snapshot Summary and Download CSV for Editing
public/help/tools/batch-modify-surgical-2.png

3. Review and apply

Surgical Changes Preview shows Invoices to Update, Total Field Changes and Line Items Affected, and a Changes to Apply table with each invoice number, line, field, old value and new value.

  • If Amount does not equal Qty × UnitPrice on a changed line, Math Validation Errors Detected lists the lines and the button reads Fix Math Errors First. Correct your file and click Back to Upload to upload it again.
  • If nothing differs from the download, you see No Changes Detected.
  1. Click Execute Surgical Update.
  2. Review the summary Apply N field changes to N invoices and click Apply changes to N invoices. Above 50 invoices, you must also type the count and tick a statement. See Confirm a large change.

Change fields on products and services

  1. In QuickBooks Online Batch Modify, click Mode B: Surgical Modify, then Update Items.
  2. On Fetch Items to Modify, click Fetch All Items from QuickBooks. Every product and service is fetched.
  3. Items Export Ready shows an Items Summary (Total Items, Active, Inactive, Services) and an Items Preview of the first 50 items.
  4. Click Download Items CSV. Save an unedited copy, then edit the file:
    • Do not change the Id or SyncToken columns.
    • Do not add or remove rows.
    • You can edit Name, Description, UnitPrice, PurchaseCost, Sku, Active and Taxable.
  5. Under Upload Modified CSV, choose your edited file. If nothing changed, you see "No changes detected. The uploaded CSV is identical to the original data."
  6. Review Items to Update, Total Field Changes and the Changes to Apply table (item ID, field, old value, new value).
  7. Click Execute Item Updates, review the summary Update N items in QuickBooks and click Update N items.

What happens next

  • ClientSynq shows a progress bar, then a results page with the successful and failed updates and the reason for each failure.
  • Only the fields you changed are sent to QuickBooks. Everything else on each record stays as it is.
  • If an invoice's lines were added or removed in QuickBooks after you fetched it, that invoice is not updated. The error says it "has been modified in QuickBooks". Fetch the invoices again and redo your edits.
  • If more than one invoice in QuickBooks has the same number, the fetch stops with Duplicate Invoice Numbers Detected. Fix the numbers in QuickBooks and try again.
  • ClientSynq does not email your clients.

Good to know

  • Changes take effect in QuickBooks Online immediately and cannot be undone from ClientSynq. To reverse a change, upload a new run that puts back the values from your unedited download.
  • To replace whole invoices, including their lines, use Replace invoices from a file.