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Edit a recurring template

Learn how to change a recurring transaction template in QuickBooks Online.

Recurring templates can help you save time. You can make recurring templates to automatically create invoices, expenses, and other tasks you do regularly.

Editing a recurring template can be tricky. Here's how to edit templates and how changes may affect items, customers, and company settings.

Note: Recurring templates are only available in QuickBooks Online Advanced, Essentials, and Plus.

Edit a recurring template

  1. Go to Settings ⚙ and then Recurring transactions.
  2. From the Action column, select Edit for the transaction you want to edit.
  3. Edit the template name, type, and the customer or payee name as needed.
  4. If you're editing a Scheduled or Reminder type template, you can adjust how far in advance QuickBooks creates the template or sends you a reminder. You can also set the frequency in the Interval section.
  5. Add or remove any product or service details in the Item details section.
  6. When you're done, select Save template.

Note: These changes only apply to the recurring template and transactions that use the template. It doesn't apply to other transactions in QuickBooks.

To change settings or other transactions, go to the customer profile or the specific transaction to make updates directly.

How to change the service date on transactions

Recurring transaction templates don't automatically populate the service date field on transactions. You'll need to find each transaction and manually enter the correct service date.

To find transactions recently created by a recurring template:

  1. Select Reports.
  2. Search for and run the Recent Automatic Transactions report.
  3. Set the report dates.
  4. Select Run report.
  5. Select the individual transaction to display it.
  6. Manually update the Service Date field to the date the service was actually performed.
  7. Select Save.

Learn what happens if you update items, customers, or settings used by recurring templates

Editing items or customers

If you edit an item or customer that's used by a recurring template, you'll get a message. QuickBooks tells you if the changes affect any recurring templates. You have a few options:

  • Select Update for all to save the changes to the item or customer. This also applies the updates to all relevant templates.
  • Select One time only to save the changes only for the transaction for which you made the change.

Changing the following fields will also affect recurring templates:

Customer record fields Credit card info Name on card item fields
  • Address ship to address
  • Email
  • Taxable status
  • Payment method
  • Terms
  • Delivery method
  • Credit card number
  • Expiration date
  • Billing street address
  • Billing Zip/postal/pin code/ZIP CODE
  • Description
  • Rate
  • Taxable
  • Account

Editing company settings

If you edit company settings that are used by a recurring template, you'll get a message. Unlike items or customers, you won't see a warning message. However, making changes to the following fields will affect recurring templates:

  • Customer estimates message
  • Customer sales forms message
  • Sales tax rate
  • Account for tax
  • Account for shipping
  • Account for discount
  • MAS deposit account

Sales tax exceptions:

  • When you turn on Sales Tax, QuickBooks asks if you want to make all customers and items taxable. Even if you say Yes, QuickBooks Online won't update any recurring templates.
  • When you turn Sales Tax off, QuickBooks Online also won't update any recurring templates.

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