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Level 2

I want to include a service period on our recurring transactions that auto-populates.

Is there a way to set-up recurring transactions so that the service period dates are shown and change each time it's created & sent?

We send out monthly invoices for ongoing continued services. It would be helpful if each invoice could auto-fill with the month for which it covers. 

I know about the "service date" option in "sales form content" menu, but would that update each month? also, it is only one date, whereas a range would be better for this. 

Anyone have suggestions on how to do this? At the moment we include a line saying the invoice is for the service period beginning on the date of the invoice, but it would be nice to be more specific.

3 Comments
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QuickBooks Team

I want to include a service period on our recurring transactions that auto-populates.

Hello again PMoore1,

 

The recurring transactions feature in QuickBooks Online has a myriad of advantages. Not only does it save you time, but it also makes your cash flow more predictable. Let me go over how to set up recurring transactions to meet your business' needs.

 

While setting up recurring transactions you have the option to set them up on a schedule. This creates a series of transactions according to your schedule, which can be sent automatically via email. By setting up your schedule to have your transactions sent on the first of every month with the terms set to Net 30, you'll be covering each month of continued service until your specified end date. While there isn't a specific function that allows you to include a service period, the settings that exist on the recurring transactions form should do the trick.

 

Follow these steps to set up a scheduled recurring transaction:

 

  1. Navigate to the settings Gear.
  2. Select Recurring Transactions under Lists.
  3. Select the New button.
  4. Choose the type of transaction that you want to create and press OK.
  5. Enter a name for your template.
  6. Choose a Type: Scheduled, Unscheduled, or Reminder. I recommend Scheduled for your needs.
  7. Under Interval, select Monthly, on the 1st day of every 1  month(s), and specify your start and end dates.
  8. Set your terms as Net 30 so that the customer knows how long they have to pay you for the services provided.
  9. Enter other remaining fields and Save template.

 

Here are some articles that go over this process and explain it in more detail:

 

 

I'll be on standby should you have any follow up questions. Hope this helps! 

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Level 2

I want to include a service period on our recurring transactions that auto-populates.

Hi Rebecca, 

 

What you've described is how we currently have them set up. However, some of our customers still have trouble understanding it, so I was there was a way to set up a specific field which could be called "service period" or something like that, and the month could be linked to the month of the invoice date. 

 

A few of our recurring transactions are billed annually, so the service period field would be especially helpful for those which don't line up with the invoice date/ due date. 

Highlighted
QuickBooks Team

I want to include a service period on our recurring transactions that auto-populates.

Thank-you for the clarification PMoore1. I hear what you're saying. Since the Service Date column isn't part of the recurring transaction template, the date that you enter will repeat for every invoice that is sent out, rather than change monthly. What you've been doing by including a message or note is what I would suggest as the most effective way to convey the details to your customers. 

 

I know that this is a feature that other QuickBooks users would benefit from as well, so I encourage you to submit feedback on this. Navigate to the Gear icon, then select Feedback and you can have your voice heard by our product development team. This team works hard to implement new features and improve existing ones in QuickBooks Online to best suit our customers needs. 

 

Thank-you for being part of the QuickBooks family.