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Intuit

Create templates for recurring transactions

Learn how to create templates for recurring transactions in QuickBooks Online Essentials and Plus.

You can create templates for tasks that are repeated often, like recurring transactions. You can do this for any transaction except bill payments, customer payments, and time activities. In this article, we'll show you how to set up and make the most of recurring templates.

 

Create a recurring template from scratch

When you need a template that isn't in existence, you'll have to start from scratch:

    1. Select the Gear icon on the Toolbar.
    2. Under Lists, select Recurring Transactions.
    3. Select New.
    4. Select the type of transaction to create, and then select OK.
    5. Enter a Template name.
    6. Choose a Type — Scheduled, unscheduled or reminder.
      Type What it does
      Scheduled
      • Creates a series of transactions according to a schedule you set. If you choose for them to be sent via email once created they will be sent automatically.
      • How you control it: You can choose whether or not to be notified when the transactions occur. In either case, they are recorded without any intervention from you.
      • This type is useful for: Transactions with a fixed schedule and amounts that don't change, such as rent payments, loan payments, and depreciation.
      Reminder
      • Proposes a series of transactions according to a schedule you set. The transactions are not sent until you decide to create and send them. These reminders can be found under the top Home page in the Tasks section. Select View reminders.
      • How you control it: By clicking on each Task as listed above you will be able to decide which ones to create, and you can review and edit them first.
      • This type is useful for: Transactions with a fixed schedule that need to be edited before they are created, such as utility bills.
      Unscheduled
      • Is simply saved with partial or complete data and without a schedule. Nothing happens to this type of template until you choose to use it.
      • How you control it:
        1. Select the Gear icon on the Toolbar.
        2. Under Lists, select Recurring Transactions.
        3. You can then select a template and select Use to use the template as the starting point for a new transaction.
      • This type is useful for: Transactions that contain a lot of detail that you don't want to retype, but that aren't needed on any set schedule. Examples are complicated invoices that need to go to different customers.
    7. If you're creating a Scheduled or Reminder type of recurring template:
      • Select the interval for the recurring transaction.
      • Select date to start template and when to end.
    8. If you're creating an Invoice template, specify that it should include unbilled charges and automatically send emails.

    1. If you're using Merchant Services, select whether your customer can pay you online by selecting/deselecting the checkboxes for Credit Card and Bank Transfer under the Online Payment section.

  1. Fill out the rest of the transaction. Note:
    • All fields must be entered for Scheduled templates. For example, if an item has a rate of $0, enter 0 - if left blank, the line will not save.
    • It is not necessary to fill in every field for Reminder or Unscheduled templates. Enter just the data to be repeated in each occurrence. You'll be able to edit each occurrence before it's actually created.
  2. Select Save template.

Make any transaction a base template for a recurring transaction

To make any transaction a base template for a recurring transaction, start from an existing transaction and create a template from it by selecting Make Recurring (or Enable Recurring Payments) at the bottom of the transaction.

Edit an existing recurring template

Here's how to edit an existing recurring template:

  1. Select the Gear icon on the Toolbar.
  2. Under Lists, select Recurring Transactions.
  3. Select the appropriate template, then in the Action column, select the drop-down arrow and select Use.
  4. Once the transaction is open, make any needed changes, then select Make Recurring.

Duplicate an existing template

Create templates more quickly by duplicating existing templates.

  1. Select the Gear icon on the Toolbar.
  2. Under Lists, select Recurring Transactions.
  3. Select the appropriate template, then in the Action column, select the drop-down arrow and choose Duplicate.
  4. All settings except the title will be inherited by the duplicate copy.

Additional resources

Creating or editing templates:

Troubleshooting:

Now you know how to create templates for recurring transactions.