Learn how to create a recurring credit card payment.
Recurring Payments lets you charge your customers automatically on a regular schedule that you set.
Once you connect recurring payments with QuickBooks, you can access your QuickBooks Customer list and Items list to help you fill out the form. You can also have QuickBooks automatically create and pay invoices for each actual payment processed. We show you how in the sections below.
A few reminders before you get started
How you begin depends on whether or not you want to use QuickBooks.
If you will connect recurring payments to QuickBooks Desktop
If you will use standalone Recurring payments: Sign in to Merchant Service Center .
Before you set up a recurring payment, you must get a signed authorization form from your customer. Select the Authorization Form link on the Create recurring payment page to download a PDF file that contains the terms of the recurring payment. Send or give the form to your customer to complete then retain for your records.
Set up recurring credit card charges.
To find and select an existing customer
Warning: Don't choose a customer assigned a foreign currency in QuickBooks. Doing so may cause accounting problems. Recurring Payments currently bills only in US Dollars. Also, only customers, not a job, can be used to set up a recurring payment.
To create a new customer
The timeframe which reflects recently added Customers may vary, depending on the amount of customers in the QuickBooks Company file.
It is important that you enter a name for the recurring payment that helps identify what it is for.
Both you and your customer see and use this name to understand the charge. The name appears on email notifications sent when each payment occurs. Listed items do not appear in the email receipt the customer receives. Items will be listed on the QuickBooks invoices and you will have a chance to set up invoice options in a minute.
You control the dates your customer is charged by setting the schedule for a recurring payment. The Start Date, Frequency and End Date you choose determines the payment dates going forward.
Recurring Payments can work with your QuickBooks company file. You can access your QuickBooks customer list and invoice items and even have recurring payments post updates to QuickBooks automatically.
You create a recurring payment so you can automatically charge your customer on a regular schedule. But what about your books? You probably need invoices and payments recorded for each transaction. Handle this in one of two ways:
Have Recurring Charges auto-generate an invoice for each payment.
Manually create or have already created an invoice for each payment.
If you aren't going to, already created or want to manually create an invoice in QuickBooks for each payment, select the Amount Only radio button. If you choose this option, you can't select items in this window and can only put in a total in the Amount of each payment field, including any applicable tax. You can record these payments in the Make Merchant Service Deposits screen in QuickBooks.
If you want to notify your customer by email that you've set up a recurring charge follow these steps.
Note that each time an actual payment is processed, both you and your customer get an automated email notification. If you don't want to send a confirmation email for each payment, you can turn off all customer emails.
Carefully review your recurring payment setup and make sure your entries match the terms of the authorization form signed by your customer.