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QuickBooks monthly subscription invoice

by Intuit•25• Updated 2 months ago

Your QuickBooks monthly subscription invoices are available in your QuickBooks Accountant account or in your QuickBooks Online account if you are a small business.

This article explains how to access your QuickBooks subscription invoices, as well as how to read and understand them. These details differ depending on your status (Small business or Accountant).

I have a QuickBooks Online account for small business
I have a QuickBooks Online Accountant account

Access my QuickBooks Online subscription invoices

Select the Gear ⚙ icon, then select Subscriptions and billing.
In View payment history, you'll find your entire billing history, downloadable in PDF format since 1^st January 2018.
If you would like to access subscription invoices prior to 1^st January 2018, please reach out to our support team.

Read my QuickBooks Online subscription invoice

Here's how to read your QuickBooks subscription invoices if you have QuickBooks Online accounts for small businesses.

Note: When you pay for a QuickBooks Online subscription, it's always for the following month. So, when you are billed on 20 August 2021, the payment covers 20 August 2021 to 20 September 2021. You may incur prorated charges or receive prorated credits when you upgrade or downgrade your QuickBooks Online account.

Label	Definition
Payment details	This section details the articles you're billed for: Your QuickBooks EasyStart, Essentials, or Plus subscription, as well as any offers you may have.
Item	The version of the QuickBooks Online account you’re paying for: QuickBooks EasyStart, Essentials, or Plus.
Discount percentage	The discount percentage applied to the account and its end date.
Price after discount/subtotal	The price of your QuickBooks Online account, exclusive of tax, minus the discount amount.
sales tax - Standard rate	The sales tax rate is applied to the invoice. The percentage is calculated according to your invoice address filled in the billing info.
Qty	The number of QuickBooks accounts for which you are being billed.
Unit Price	QuickBooks Online account price exclusive of tax
Amount	The unit price of your subscription (Exclusive of Tax). The unit price will be different if you have a EasyStart, Essentials or Plus account.
Total invoice	The total amount due for your QuickBooks Online subscription is Inclusive of Tax.

Example: In this instance, for the period going from 7th May 2021 to 7th June 2021, the normal EasyStart monthly subscription price is CA $ 10. Here, the customer benefits from a 93% discount, and therefore pays the discounted rate: CA $ 0.84 which is : (CA $ 10 - CA $ 9.30) and the associated sales tax: CA $ 0.14.

Tax reporting information	sales tax summary
Period for monthly subscription fees	Period covered by your subscription
Total without tax	Your discounted subscription amount, is exclusive of tax.
Total sales tax - Standard (20%)	The total amount of sales tax, calculated by applying the sales tax rate corresponding to your billing address.
Total tax	Total sales tax amount, all sales tax rates combined

Example: In this instance, 20% sales tax (CA $ 0.14) will be added to the subtotal after discount: ( CA $ 0.70).

Access my QuickBooks Online Accountant subscription invoice

Select the Gear ⚙ icon, then select Subscriptions and billing.
Select the Billing details tab.
In the QuickBooks billing history section, you'll find your entire billing history, downloadable in PDF format since 1^st January 2018.
If you would like to access your subscription invoices prior to 1^st January 2018, please reach out to our support team.

Here's how to read your QuickBooks subscription invoice if you have a QuickBooks Online Accountant account.

Note: When you pay for a QuickBooks subscription, it is always for the following month. So, when you are billed on 20th August 2021, the payment covers the period going from 20th August 2021 until 20th September 2021. You may incur prorated charges or receive prorated credits when you add or remove a customer from your wholesale billing, or when you downgrade or upgrade their QuickBooks account. When you have a QuickBooks Online Accountant account, you are only billed for the customer licenses that are included in your wholesale billing. Your billing date is the point of reference for the pro rata calculation.

Label	Definition
Billing summary	This section describes the number of QuickBooks Online licenses for which you are billed in a month according to their version: Plus, Essentials, or EasyStart.
Item	Name of the version of the QuickBooks Online license you are paying for
Qty	Number of licenses per QuickBooks account version

In this example, the firm is billed for 2 customer licenses:

1 QuickBooks EasyStart license
1 QuickBooks Plus license

Check out the various event descriptions that may appear on your subscription invoice:

I am removing a customer from my wholesale billing (Transferring the billing to a customer):

QuickBooks Online Plus transfer date 14 May 21, prorated credit 14 May - 20 May	This shows the date the billing was transferred to the customer, i.e. the date the customer’s QuickBooks account was removed from your wholesale billing (14 May). It also shows the credit memos amounts calculated pro rata. The period considered for the calculation of the prorated charges is the period between the billing transfer date to the customer (14 May), and the firm’s billing date (20 May).

I am upgrading or downgrading my customer’s version of QuickBooks:

QuickBooks Online EasyStart date of subscription 28 May 21, prorated credit for 28 May - 20 June	You will see the following when you upgrade or downgrade your customer’s QuickBooks account version. It indicates the date you subscribed to the QuickBooks license you are downgrading or upgrading from, and the unused period for which you will receive a prorated credit i.e : the period between the date you upgraded or downgraded your client’s QuickBooks Online account and your firm’s billing date.
QuickBooks Online Plus new subscription start date 28 May 21, prorated charges for 28 May - 20 June	You will see the following when you upgrade or downgrade your customer’s QuickBooks account version. It shows you the date you upgraded or downgraded to the new version of QuickBooks, and the dates used to calculate a prorated fee i.e: the period between the date you upgraded or downgraded your client’s QuickBooks Online account and your firm’s billing date.

I bought new QuickBooks licenses with my Business Development Manager:

QuickBooks Plus recurring fees 08 Sept. - 08 Oct., 95% Not until 8 Feb. 22, then standard price*	If you have an offer and it has expired, you will be billed the standard QuickBooks Online license price for accountants. The price varies depending on the version of QuickBooks you purchased.

Example: In this example, the firm will be billed on the 20th of each month.

Here, a new license (TEST LE NUMÉRO) was added to the wholesale billing on 22nd July 2021.
The subscription invoice on 20th August 2021 therefore includes:

The discounted amount of this new license, calculated pro rata, from 22nd July until 20th August, that is to say (CA $ 6.55 exclusive of tax) for the EasyStart license;
The monthly recurring amount, your firm will have to pay for the license for the following month, from 20th August to 20th September, because QuickBooks bills in advance for the following month. Here, the recurring payment is CA $ 7 exclusive of tax. *

*This price includes discounts reserved for QuickBooks Online Accountants only.

Client subscriptions	This section summarizes the total amount due QuickBooks license type (Plus, Essentials, EasyStart) and by rate. One type of license can be invoiced with different amounts. For example, if you have two Plus accounts with two rates, one with a discount and the other without a discount, they will both appear in this section on two separate line items.
Item	Summary of all the license types for which you are billed.
QuickBooks Online Plus	License type
Unit Price	License amount exclusive of tax
Amount	Shows the license unit price multiplied by the number of licenses of the same type billed in that month.
sales tax -Standard (20%)	The sales tax rate is applied to the license amount. The applicable sales tax rate is selected according to your billing address.
Total for this item	Total due for the license type. Amounts may include prorated charges or credits
Total	The total amount of your subscriptions to pay for this period.

In this example, the accounting firm is billed for 2 licenses (EasyStart and Plus). Let's take a closer look at the QuickBooks Online Plus license:

The license unit price is CA $ 34.30 exclusive of tax.
Given that there is only a single license of this type, QuickBooks 34.30 x 1 = CA $ 34.30.
QuickBooks calculates sales tax at 20% for a single license of this type, that is CA $ 6.86.
The total for the license in question is CA $ 41.16, in other words: CA $ 34.30 + CA $ 6.86.

Direct Debit information	Your bank details that you have registered for Direct Debit.
Tax reporting information	sales tax summary
Period for monthly subscription fees	Period covered by your subscription
Total without tax	Your subscription amount exclusive of tax
Total sales tax - Standard (20%)	The total sales tax amount is calculated by applying the sales tax rate corresponding to your billing address.
Total tax:	Total sales tax amount, all sales tax rates combined

Here, the total exclusive of tax of all licenses billed in this billing period amounts to CA $ 47.85, with a sales tax rate at 20%, which equals to CA $ 9.57.

Frequently asked questions

How is my billing date selected?

Your billing date is the creation date of your QuickBooks Online Accountant account.
Example: If your QuickBooks Online Accountant was created on 20th August 2021, you will be billed the 20th of every month.

Why do I have prorated charges?

A QuickBooks subscription is always billed on the billing date for the following month. So, when you are billed on 20th August 2021, the payment covers the period going from 20th August 2021 to 20th September 2021.
QuickBooks Online Accountant accounts can face prorated charges because you can add or remove clients from your wholesale billing, upgrade or downgrade your customers' QuickBooks account version during a billing period.

Note: Your billing date is the point of reference used to calculate the prorated charges.

What happens when I add or remove a customer from my wholesale billing?

Your billing date is the point of reference used to calculate the prorated charges.
If I add a new customer on 15th August and I am billed on 20th August: QuickBooks will bill you for the period the account was active from the 15th - 20th August for this customer.
On the same bill, you will see that you are also billed the normal price (including the discount) for this customer for the next billing period.

What happens to my bill when I upgrade or downgrade my client’s version of QuickBooks?

A QuickBooks subscription is paid on the billing date for the following month. If during this month, your firm upgrades or downgrades the QuickBooks account version of a client, the next QuickBooks subscription invoice will reflect this change.

Let's look at the example of upgrading a QuickBooks account:
When you upgrade a QuickBooks account during a billing period from Essentials to Plus, for instance, your subscription invoice will include:

A credit memo for the unused period on the Essentials version.
A prorated charge for the time spent on the Plus version during this billing period.
The recurring billing amount for the following month.

Therefore, if an accounting firm billed on the 31st of each month, chooses to upgrade a customer from Essentials to Plus on the 20th of January, this is what his subscription invoice on 31st January will take into account:

A credit memo for the time left to spend on the Essentials version from 20th to 31st January. In fact, this credit memo is required because the Essentials version was paid for in full in the previous invoice, up to 31 January, but it was only used until 20 January.
The prorated charge for the time spent on the Plus account from 20th -31st January.
The amount (minus the discount) of the Plus subscription for the following month.

How to know the end date of my offers?

Select Subscriptions and billing from the company Gear icon.
Select the downward going arrow to the left of your client’s license name to reveal a second row.
Hover your mouse over the price shown in the second row.
You'll see the offer applied to that particular QuickBooks License, i.e the discount amount applied to your client’s the QuickBooks account. You'll also be able to see the end date of that offer, after which you'll be charged the normal accountant price for that QuickBooks license.

How to add or remove a customer from my wholesale billing?

Please visit the Manage your wholesale discount plan and wholesale discount clients article that will instruct you on the steps to take to do so.

Find out more about managing your subscriptions and your billing information.

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