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We auto-generate invoices every month. Is there a setting that stops customers seeing those invoices before we actually send them?

 
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QuickBooks Team

We auto-generate invoices every month. Is there a setting that stops customers seeing those invoices before we actually send them?

Hello user63189,

 

How awesome is the recurring transactions feature in QuickBooks Online? It makes creating and sending transactions that you regularly use so much easier. You can simply create templates and have them scheduled to send automatically. Since I know you're looking for a way to review your recurring transactions before they're sent to your customers, I'd like to go over your options.

 

When you navigate to the Gear icon, then select Recurring Transactions you'll be directed to your list of existing recurring transaction templates, as well as the option to create new ones. If you're looking to change the settings in your existing templates, select the blue Edit button from the Action column. The second field that you select when creating or editing a recurring template is Type. You have 3 to choose from. Let me explain:

 

  • Scheduled: Creates transactions according to the schedule you set. This type is useful for transactions with a fixed schedule and unchanging amounts, such as rent, loans, and depreciation. If you check the box for Automatically send emails these transactions will be sent out via email automatically. 
  • Reminder: Suggested transactions according to the schedule you set. This type is useful for transactions with a fixed schedule that need to be edited before they are created, such as utility bills. They are not sent until you decide to create and send them. They can be viewed by selecting Reminder List in the top right of the Recurring Transactions page.
  • Unscheduled: Transactions that are saved with select data, without a schedule. These are useful when you regularly send transactions with a lot of detail that you don't want to retype, but that aren't needed on a schedule, such as a complicated invoice. Nothing happens to these until you choose to use them. Select the arrow from the Action column and choose Use when you're ready to use these.

 

I suspect that what you're presently using is a Scheduled recurring transaction, but what I'd like to suggest is a Reminder. These can still be scheduled but you'll be able to edit them before they are created and sent. The Scheduled transactions might still work for you if you de-select the box for Automatically send emails, but if you're regularly making changes to these types of invoices, the Reminder is more suitable. To change your existing templates to Reminder simply select Edit from the action column and change the Type from the dropdown. Once you've finished making changes, click Save template. Here's more on how to Create recurring transactions in QuickBooks Online.

 

I'm confident that making this change will suit your needs! Have a great evening.