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Create recurring transactions in QuickBooks Online

by Intuit•15• Updated 1 week ago

Learn how to create templates for recurring transactions in QuickBooks Online Essentials, Plus, and Advanced.

In QuickBooks Online you can create templates for recurring transactions, like recurring expenses. You can do this for any transaction except bill payments, customer payments, and time activities. We'll show you how to set up and make the most of recurring templates.

Note: You can automate credit card payments with a recurring sales receipt.

Create a new recurring template

Here's how you can create a new template:

  1. Go to Settings ⚙.
  2. In the Lists column, select Recurring transactions.
  3. Select New.
  4. Select the type of transaction to create, and then select OK.
  5. Enter a Template name.
  6. Select a Type: Scheduled, Reminder, or Unscheduled.
  7. Complete the fields and select Save template.
TypeWhat it doesHow you control itWhat you use it for
ScheduledCreates a series of transactions according to the schedule you set. If you choose to send them by email once created, they are sent automatically.You can choose to be notified when the transactions occur. Either way, they're recorded without any extra work from you.Use for transactions with a fixed schedule and amounts that don't change, such as rent payments, loan payments, and depreciation.

Note: Invoices you create using a scheduled template are finalised when they're created.

ReminderCreates a schedule to remind you to create transactions. These transactions aren't sent until you decide to create and send them. Once you get the reminder, you can find it on the Dashboard in Tasks. Select Action and then select View Reminders.You can select a reminder task then select Action to review, edit or create it.Use for transactions with a fixed schedule that need to be edited before they're created, such as utility bills.

Note: Invoices you create using a reminder template are first saved as draft invoices. You can finalise them once you've reviewed them.

UnscheduledSaved with partial or complete data and without a schedule. Nothing happens to this type of template until you choose to use it.
  1. Go to Settings ⚙.
  2. Select Recurring transactions.
  3. Choose the template, then in the Action column ▼ dropdown menu select Use to use the template as a starting point for a new transaction.
Transactions with a lot of detail that you don't want to retype but aren't needed on any set schedule. One example is complicated invoices that need to go to different customers.

Note: Invoices you create using an unscheduled template will first be created as draft invoices. You can save them as drafts to finalise them once you've reviewed them.

Note: If you're creating a scheduled or reminder type of recurring template for an invoice, indicate whether it should automatically send emails. 

Note: At present, you can't create a recurring transaction with PayPal as the payment method.

Make any transaction a base template for a recurring transaction

Your estimates or invoices will look different depending on whether you have the old or new estimate and invoice experience. Find out which experience you have.
  1. Open an existing transaction.
  2. In the footer of the form, select Make recurring to create a template (or Enable Recurring Payments). If you opened an invoice, then select Make recurring.

Recurring estimates aren't supported in the new estimate and invoice experience. To make an estimate of a recurring transaction, switch to the old experience.

  1. Open an existing transaction.
  2. In the footer of the form, select Make recurring to create a template (or Enable Recurring Payments).

Duplicate an existing template

Create templates more quickly by duplicating existing templates.

  1. Go to Settings ⚙.
  2. Select Recurring transactions.
  3. In the Action column, select Duplicate from the Edit ▼ dropdown menu. All settings except the title will be in the duplicate copy.

Edit a recurring template

You can edit recurring templates for any changes in invoices, expenses, and other tasks you do regularly.

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