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Set up a recurring sales receipt

Learn how to make a recurring sales receipt for monthly charges.

It's easy to schedule a recurring sales receipt for charges that are monthly. We'll explain how to first get written authorization from your customer. And then how to create the recurring sales receipt.

Get written authorization

Visa and MasterCard guidelines require you to have written authorization from your customer before setting up recurring credit card billing.

Simply fill out the recurring template. Make sure that the Payment Method is selected as the customer’s default credit card or Bank account. And you have your customer’s credit card authorization form kept in a secure file. When you save the recurring template the form will come up automatically.

Create a recurring sales receipt for monthly charges

Here's how to create a recurring sales receipt for monthly charges.

  1. Select the Gear icon on the Toolbar. Then choose Recurring Transactions.
  2. Select New.

  3. From the Transaction Type drop-down choose Sales Receipt. Then select OK.
  4. Enter a Template Name, which helps identify what the template is for (this won't be seen on the transaction).
  5. From the Type drop-down select Scheduled.
  6. Choose the customer’s name from the Customer drop-down. And verify the email that populates. (Note: If you would like for your customer to receive an email notification every time their payment is processed, make sure to check Automatically send emails.)
  7. Input all the information needed for the schedule.
  8. From the Payment method drop-down choose Credit card type or Check.
    1. Credit card type — Select Enter credit card details to enter the customer's credit card information or bank account details. Then select OK.
    2. Check— Select the Authorization hyperlink to provide your customer with the Bank Transfer Authorization Form. Check the box to ensure the payment will process each time a form is created using this recurring transaction.
  9. Select Save template when you’re finished.

If you are processing a credit card, the Automatic Credit Card Billing Authorization Form will be generated for your customer. Ask your customer to fill out the form, sign it, and return it to you before the first recurring charge happens.

In the list for recurring transactions, you will see the following list items with the Credit Card icon if the recurring transaction is set up correctly.

View scheduled recurring transactions in QuickBooks Online

For your protection, we recommend keeping the signed form in a safe place for 18 months after the final charge takes place.

Note: If you use the Days in advance to create option when setting up a sales receipt for a recurring charge, the charge will process on the date the transaction is created. Not on the transaction date. For example, a sales receipt that recurs on the 15th of each month (if created 10 days in advance), will process the credit card charge on the 5th of the month.