How to Schedule Recurring Invoices

By Jennie

1 min read

Need to send out invoices on a regular basis? QuickBooks makes it easy to set them up automatically. Just schedule recurring invoices!

Example

Let’s say you have two customers, and you provide breakfast pastries for their offices every Friday. It’s always the same order, on the same day. You want to automatically email your customers an invoice every Monday for $200.

Create a recurring invoice

 

  • Select Gear > Recurring Transactions > New.
  • For Transaction Type, select Invoice and then click OK.
  • For Type, select Scheduled.
  • Select Automatically send emails.
  • Complete the rest of the form and then click Save template.
  • Repeat the steps above for each customer you’d like to create a recurring invoice for.

Automatically cc yourself

As a sanity check, set QuickBooks to automatically email you a copy of all sent invoices:

  • Select Gear > Company Settings.
  • Select Sales > Messages > Email me a copy1.

Confirm the invoices were created

Okay, now it’s Monday. Last Friday’s pastries were delivered and ravenously consumed.

How do you confirm the invoices were created? Here are a few ways.

Check your inbox

If you automatically cc’ed yourself, you should have received a copy of every invoice that was sent.

View an automatic transactions report grouped by customer

  • From the left navbar, select Reports.
  • Click the Go to report field and select Recent Automatic Transactions.
  • Click Customize.
  • Click Rows/Columns in the left column.
  • For Group By, choose Customer.
  • Click Run Report.
  • To save the report for future use, click Save Customizations.
  • You can also print, email, and export the report to Excel.

View the customer page and invoice

  • Select Customers from the left navbar.
  • Click the customer with the recurring invoice. You’ll see Open (Sent) in the Status column.
  • Click the invoice. You’ll see a Last Delivery timestamp.

Notes

  1. If you don’t see this option, select Form Delivery > Copy me on all forms sent by email.
  2. Recurring transactions are available in QuickBooks Essentials and Plus only.
  3. Want to try recurring transactions using sample data? Check out the QuickBooks test drive.

 

Information may be abridged and therefore incomplete. This document/information does not constitute, and should not be considered a substitute for, legal or financial advice. Each financial situation is different, the advice provided is intended to be general. Please contact your financial or legal advisors for information specific to your situation.
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