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Change default due date for invoices

When I create an invoice it becomes due the same day so it is past due before the customer even gets it. I need to change the default due date for invoices to 30 days after the invoice date. I have been looking for days to an answer on how to do this as it seem to me to be something that should be so easy. I have tried all the answers I could find that related to this problem but nothing worked


Cheers

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Best answer 03-11-2019

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Established Community Backer ***

You need to set up terms. List menu > Customer & Vendor P...

You need to set up terms. List menu > Customer & Vendor Profile lists, Terms.

Then, you Assign that to customers as their default. That way, your standard of Net 30 might not apply to a customer that contracts as Net 60.

Then, when you invoice, the system Calculates and sets the due date for you.

There is no Global default. You either manually change the due date as you create invoices; or, you manually select from the Terms dropdown on that invoice, to let the program set the due date; or, you assign a Customer their default terms, and the program does all of this for you.

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Established Community Backer ***

You need to set up terms. List menu > Customer & Vendor P...

You need to set up terms. List menu > Customer & Vendor Profile lists, Terms.

Then, you Assign that to customers as their default. That way, your standard of Net 30 might not apply to a customer that contracts as Net 60.

Then, when you invoice, the system Calculates and sets the due date for you.

There is no Global default. You either manually change the due date as you create invoices; or, you manually select from the Terms dropdown on that invoice, to let the program set the due date; or, you assign a Customer their default terms, and the program does all of this for you.

Not applicable

Just a side note on your answer it worked and it did not...

Just a side note on your answer it worked and it did not work. I assigned the net 30 as default terms to all my customers prier to asking the question but the program did not apply it thus the reason for the question, but after reading you answer I added the terms field to my invoices and low and behold it started to automatically apply the terms to the invoices. I am not sure if this is a issue with the program or not but it may be worth looking into for all you IT guys and Gals out there in radio land.
Not applicable

@tonyvincent - Thank you very much for posting this addit...

@tonyvincent - Thank you very much for posting this additional comment!  I had the same issue and had tried the same resolutions with no results.  After your comment, I added the terms to the invoice template (screen only as I didn't want it on the print version) and voila!  The annoyingly incorrect "Past due" stamp finally disappeared off the screen for the current invoice (and although it kindly asked me if I wanted to apply the same terms to all past and future invoices which I checked yes to, it didn't change the past invoices but does automatically put the same terms on the future ones).

@qbteachmt - I appreciate your help in finding an answer to this but please be wary of coming across a bit harshly.  I too have used QB since 1997 but sometimes there are quirks and this seems to be one of them.
Established Community Backer ***

I provide the specifics, by using the words you would see...

I provide the specifics, by using the words you would see if you need to use QB Help to search on them, and the Steps you use. Updating a Customer's Terms now doesn't change their existing invoices; that's because this can be a change in the agreement between you and the customer going forward, and not an oversight on initial settings. Also, showing it to yourself or not, and showing it to the customer or not, are both options for you, the user, so that you get what you need, and others get what they need. And Showing it or not, Due Dates always exist, as you can see by running the AR Aging reports. The point of needing to control something = put it in your view, under your control, and/or instead of Manual management, take advantage of the Default management provided by the program. A computer will do the "calendar math" for you, if you take advantage of the function for assigning Default terms to clients. A lot of times, people do not come across this entire function and don't know what it is or how to use it, or how to Address that they overlooked it previously.

Text is Harsh.

In my Classroom, we get to do this together on computers with mine on the large TV. You only get Text over the internet. You don't get warm and fuzzies. Sorry.
Not applicable

@tonyvincent, the solution you posted works!  I kept goin...

@tonyvincent, the solution you posted works!  I kept going around and around as to why my Due Date wasn't updating when everything appeared to be setup correctly.  Added the Terms field on the invoice and used the drop down to select Net30 and everything works.  Thanks a ton!!
Not applicable

Yeah there must be a glitch in the program. I spent weeks...

Yeah there must be a glitch in the program. I spent weeks tiring to figure out why it was not applying the terms that I had set for each client, by chance I decided to add it to my invoice and it worked. You can assign terms to your clients all you want in the settings but unless you have it appear on your invoice (I have it on screen only not to print) the program will not apply it. Glad this is helping a few people

Cheers
Established Community Backer ***

"I use the Terms field to differentiate pricing options b...

"I use the Terms field to differentiate pricing options between customers."

But this tool has specific Functions. The function you are asking about is Price Levels, not Terms. Terms is part of Payment and AR management. Price Levels is part of Pricing management.

"While using QB desktop 2014 I never had a problem with this, as it seemed like QB had a "back code" to know the default terms was Net30, so regardless of what I entered on the Terms field (I used as option 1, 2, 3,4), the terms were always Net30 and an invoice didn't go Past Due until 30 days."

You control what you Name Terms in the Terms List. You Edit it to see how you Defined it, for managing the Due Date.

"Recently updated to QB desktop 2018 and now their "back code" default is due upon receipt"

You Edit that Terms to see how it is Defined. Also, make sure your Template is not using Invoice Date twice, as due date.

"so I can't use the Terms field for what I was using it anymore, as I MUST enter Net30 unless I want the invoices to show past due...."

That's not true. You have to Review, refine, and set up what meets your needs.

 And you might want to open Help and read about Price Levels. Please see my attachments.

Tools exist for specific functions.

Established Community Backer ***

"but unless you have it appear on your invoice (I have it...

"but unless you have it appear on your invoice (I have it on screen only not to print) the program will not apply it. Glad this is helping a few people"

Once you Assign a customer name their default, that is used, even if you don't show it to yourself, to set the Due Date. However, it doesn't change Existing invoices. Once you assign terms to the name, that is Now available to be used by the program.

On an invoice, you can Show the due date to yourself, and/or to the customer. You see it to control it, to confirm it, to see if you forgot to assign that new customer a default terms, and if you put terms here now, you can have the program "feed this back" to Update that Customer Name with this new option as their Default terms.


Not applicable

I don’t mean to be rude because you are on here trying to...

I don’t mean to be rude because you are on here trying to help people answering questions they may have but in this instance, you are wrong. I am using desktop pro 2018. I assigned default terms to all my customer’s but the program still set the due date as the same day the invoice was created that is why I asked the question, thinking I had missed a setting somewhere. QB’S does not apply the terms that you set as default until you add the terms field to your invoice. You are right in that it does not change pre-existing invoices although it does ask you if you want to, even if you say yes it does not change them you have to do it manually. Yours may work differently but this is how mine and at least two other people's work.
Established Community Backer ***

"I assigned default terms to all my customer’s but the pr...

"I assigned default terms to all my customer’s but the program still set the due date as the same day the invoice was created"

Let's separate out these Date field functions: The date I create my Month End invoices is typically around the 22nd. The Invoice is dated for end of month. My Terms are all assigned to clients as "Date Driven" and the 10th of the next month.

The explanation is how Three Different things happen for understanding Dates and invoicing.

"that is why I asked the question, thinking I had missed a setting somewhere. QB’S does not apply the terms that you set as default until you add the terms field to your invoice."

You are Revealing it. Changing the Template never changes the sale. It changes what you see on that sale, and separately you control what you show to the customer for print/email.

That's why Sales Orders can be printing using 3 different templates. That isn't changing the Order; it changes what you Reveal. The same is true for Invoices and for Sales Receipts. You can see this in my attachment.

"You are right in that it does not change pre-existing invoices although it does ask you if you want to"

I've never seen that. What I see is: I start an invoice for customer where I forgot to assign Terms; or I just added a new job "on the fly" while starting this invoice. Then, when I select Terms, I get the pop up (that I can control in Preferences) asking if I want this info to be used to Update the Customer:Job info, to be saved (as if I edit Customer and put the terms, myself), or I don't want it to update, or I set the preferences to Never Ask and Never Update name info.

You can test drive this by using the sample file; your program comes with at least 2 of them.

Established Community Backer ***

"it worked and it did not work" It works fine. Making se...

"it worked and it did not work"

It works fine.

Making settings and selections never changes Existing invoices; you have to Update them yourself.

"but it may be worth looking into for all you IT guys and Gals out there in radio land."

This is a peer user forum on the internet; this is not live chat with Intuit.

I teach this; I have been using QB since 1997. I know how it works, and I am glad to help you know, too.



Not applicable

To change the default setting for your terms you need to...

To change the default setting for your terms you need to go to the gear wheel> your company > account & settings > Sales and there you can change what appears as standard on your invoice.

Established Community Backer ***

There is no Gear Wheel for QB Desktop. Terms is part of t...

There is no Gear Wheel for QB Desktop. Terms is part of the Customer & Vendor Profile Lists, from the Lists Menu. And you Set up terms here, then decide if you want to assign a default to customers, or use Terms on invoices, or simply set due dates manually.
Not applicable

I use the Terms field to differentiate pricing options be...

I use the Terms field to differentiate pricing options between customers. While using QB desktop 2014 I never had a problem with this, as it seemed like QB had a "back code" to know the default terms was Net30, so regardless of what I entered on the Terms field (I used as option 1, 2, 3,4), the terms were always Net30 and an invoice didn't go Past Due until 30 days.

Recently updated to QB desktop 2018 and now their "back code" default is due upon receipt, so I can't use the Terms field for what I was using it anymore, as I MUST enter Net30 unless I want the invoices to show past due.... 

Anyone know is QB changed their default from the '14 to the '18 version? And is there anyway to change that back code default?

Thanks

Not applicable

Re: You need to set up terms. List menu > Customer & Vendor P...

That was helpful, but it relates to invoicing. 

I'd like to add deadline to projects, which would include times.

Is there a way to customize that?

E

QuickBooks Team

Re: You need to set up terms. List menu > Customer & Vendor P...

Hi EvieKat,

 

I know having set deadlines on a job and being able to see them helps for keeping on top of the work you need to do. In QuickBooks Desktop, projects are handled through tracking job costs. When you set up a job under your customer, you can include a start date, a projected end date, and an official end date on the Job Info tab of the Job profile. Here's how to set it up.

  1. Go to Customers in the top menu bar.
  2. Choose Customer Centre.
  3. To create a job for an existing customer, select the customer then click the New Customer & Job button at the upper left of the Customer Centre window.
  4. Click Add Job.
  5. Enter the job details as needed.
  6. Go to the Job Info tab to choose the appropriate dates.
  7. Click OK to save.

See this screenshot to get an idea of what it looks like.

 

 

If you already have a job set up, you can double click it from the Customer Centre to edit the details. The dates will now appear in Job Information display to the right of the Customer Centre. Here's another screenshot, coming from my Looney Tunes themed test file.

 

 

That should get you on your way! I'm here if you need clarification for any of those steps. :)

Not applicable

Re: You need to set up terms. List menu > Customer & Vendor P...

Hello Laura, 

 

Thank you for your very detailed reply. 

It certainly looks like there's an answer in there somewhere.

However, that's not what my quickbooks looks like. There is no Customer Centre, I find Customers through the Sales tab and none of the option you mentioned are available. 

I guess, I just got the wrong version (QB Online Plus), which I was told included projects and it does, but with features missing apartently. 

Either way, thank you for time and effort on this matter, but I have decided to go with another, simpler app.

Cheers!

Evie

Established Community Backer ***

Re: You need to set up terms. List menu > Customer & Vendor P...

Hello @EvieKat ,

 

It appears you are using QB Online and this entire thread has been about QB Desktop, thus you are not seeing what is being demonstrated in the screen shots or the described menu choices.  Perhaps the Online forum will provide you with the help you need.

QuickBooks Team

Re: You need to set up terms. List menu > Customer & Vendor P...

Hello again EvieKat,

 

As Rochelley mentioned, the screenshots and steps I provided are for QuickBooks Desktop. QuickBooks Online's Projects feature is available in Plus-level accounts, as you've discovered and allows you to easily track invoices and other project-related transactions in one place. We've recently updated Projects by giving it a new layout and the ability to change the status of the Project, but there isn't a spot for deadlines just yet. It's a great idea that I'll be sure to pass on to the product development team. In the meantime, the Notes option could be used to supplement this need. Here's a screenshot of what I mean.

 

 

I'm sad to see you leave QuickBooks Online, but encourage you to do what's best for your business. It's important to find the right fit for your needs.

 

Take care!

Not applicable

Re: Change default due date for invoices

Thank you, that worked.  The only thing I need to do now is see if I can get it to work with income tracker.