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Set up a recurring sales receipt in QuickBooks Online

by Intuit Updated 3 weeks ago

Learn how to make a recurring sales receipt in QuickBooks Online.

Do you need to collect payments from your customers every month? Don't worry. QuickBooks lets you schedule recurring sales receipts so you don't have to create one every time. Here’s how.

Create a recurring sales receipt

A recurring sales receipt automatically charges a customer at a given interval.

 Note: If you enter a number in the days in advance field, the charge will process on the date you created the transaction. For example, if you created a sales receipt on the fifth that recurs on the 15th of each month, the charge will process on the fifth.
  1. Go to Settings ⚙ and select Recurring transactions.
  2. Select New.
  3. From the Transaction Type ▼ dropdown, select Sales Receipt, then select OK.
  4. Enter a template name. This won’t appear on the transaction.
  5. From the Type ▼ dropdown, select Scheduled.
  6. Select the customer’s name from the Customer ▼ dropdown. Then, verify the email.
    Note: You can select Automatically send emails to send notifications to your customer when you process their payment.
  7. Set the interval. For example, if you need a sales receipt every first day of the month, the interval is Monthly on day 1st of every 1 month.
  8. Enter the start and end date.
    Note: In case there's no end date, select None from the End ▼ dropdown.
  9. From the Payment method ▼ dropdown, select an appropriate payment option.
    • Credit Card: Select Enter credit card details and follow the steps to enter the customer's credit card information.
      Note: You need to sign up for QuickBooks Payments to see this option.
  10. Enter all the required product or service details.
  11. Select Save template
    Note: If you want to personalize your template, select Customize.

If the recurring transaction is set up correctly, you’ll see a credit card icon next to Sales Receipt.

Credit card billing authorization form

Before you set up a recurring credit card billing, Visa and Mastercard require a written authorization form from your customer.

When you enter the customer’s credit card info, you’ll see the link to download the authorization form. Ask your customer to fill out, sign, and return the form to you before the first recurring charge. For your protection, keep the signed form in a safe place for 18 months after the final charge takes place.

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