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Level 3

Can I create statements that calculate amount owed as advance payments?

I'm an HOA treasurer, trying to give my neighbors plenty of options for paying dues: monthly, quarterly, semi-annually and annually. I use memorized transactions to create an invoice for each homeowner every month. How can I generate a statement that shows the total of three months' worth of invoices for someone who pays quarterly, in advance?


For example: Bob's dues are $100/month, but Bob wants to pay quarterly. Bob's account has an invoice for April 1, 2022 showing $100. Can I email him a statement showing that he should pay $300, since he wants to pay quarterly, even though May and June invoices do not exist yet? I want to have the statement do the math of multiplying the amount by three. Is this possible?  (I have QuickBooks Desktop Pro 2021.)

6 Comments 6
QuickBooks Team

Can I create statements that calculate amount owed as advance payments?

You can set up recurring annual invoices with quarterly payments using QuickBooks desktop, @DwhoaTreas. I'd be delighted to walk you through the process.


It's referred to as a memorized transaction in QBDT. To establish a recurring transaction, you must first enter the invoice. Here's how you do it:


  1. Go to the Customers menu, then select Create Invoices.
  2. Select the customer from the drop-down.
  3. Enter the sales information.
  4. From the Terms drop-down, select Net 90. If you don't have it, click Add New and create a new one.
  5. Then, click Memorize.
  6. In the Memorize Transactions window, enter the name of the template.
  7. Select Add to my Reminders List if you want to receive a reminder and manually enter the transaction. Or Automate Transaction Enter for the system to create it for you.
  8. Choose Annually from the How Ofter drop-down, then enter the next date.
  9. Fill out the necessary information, like the Number Remaining and Days In Advance To Enter fields.
  10. Click OK. Then, Save the invoice.


Create, edit, or delete memorized transactions is an article I'm adding for more information. This tutorial will also show you how to manage memorized transactions.


If you have damaged transactions in QuickBooks Desktop, read this article for complete instructions to fix them: Fix damaged transactions in QuickBooks Desktop.


You can post a reply below if you have other concerns with your invoice transactions in QuickBooks Desktop. I'll be more than happy to assist you again.

Level 3

Can I create statements that calculate amount owed as advance payments?

Thanks. Is there another way to skin this cat without creating a single annual invoice? What would I do with an annual invoice if the homeowner moved away mid year? Is there another solution that would allow me to use monthly invoices instead? Is there a way to have a memorized transaction create an invoice with a future date? It seems to create them with the current date of whenever the memorized transaction runs.


Can I create statements that calculate amount owed as advance payments?

Thanks for getting back to us, @DwhoaTreas.


For now the steps shared by my colleague will help you create a recurring memorized transaction. You can also create a monthly invoice for your customer in QuickBooks.


To do so, create an invoice as you normally would, then in the top left corner of the invoice screen you'll see a button called Memorize (CTRL+M.) Click that and it will bring up a new window That window gives you several options on how to create recurring income templates, for what you want, you'll select the Automate Transaction Entry. The next step would be to change the How Often drop-down to Monthly and the Next Date drop-down to your desired date. Once you click OK, Save & Close, that should be all you need.


For more details about the steps, kindly follow the articles shared by my colleague above.


However, if you'd like to choose  specific period like (28 days) that you want for recurring invoice, I'd suggest  using a third-party software to help achieve this type of customization. The Apps for QuickBooks Desktop site is a one-stop-shop where you'll find third-party applications that integrate with QuickBooks Desktop.


I've also included an article that will help you in managing customer payments for online invoices and in-person sales: 



Please know the Community has your back. If you need any help while working in QuickBooks, let me know by posting a comment below. I’ll pop right back in to assist further, @DwhoaTreas.

Level 3

Can I create statements that calculate amount owed as advance payments?

Thanks, but none of this solves the problem. My original post states that I already use memorized transactions to create invoices, so I didn't need instructions on that. I also don't need help receiving payments, especially not as an upsell. My HOA is on a shoestring budget.

    1. Can I automate the creation of invoices in the future - like a memorized transaction to create monthly invoices today for the next three months? ...automatically create three invoices with dates of 4-1-2022, 5-1-2022, and 6-1-2022?

    2. Assuming the answer to #1 is no, I have manually created invoices for someone who wants to pay now for the next three months. When I go to Create Statements and set these values...

       Statement Date: 3-28-2022

       Statement Period: 4-1-2022 to 6-30-2022

    ...the resulting Statement shows each monthly amount as overdue. I guess it's looking at the 6-30 date and deciding the 4-1 invoice is 61-90 days past due, but it isn't late yet at all. Is this a bug?


Can I create statements that calculate amount owed as advance payments?

Thanks for getting back with the Community about this, DwhoaTreas.

You can automate the creation of invoices with your Memorize Transactions feature. Detailed steps for creating memorized transactions can be found in Ethel_A's post.

In regard to your inquiry about statements showing each monthly amount as overdue when they aren't due yet, I've reviewed our ongoing/solved investigations and can confirm there's currently no records of subscribers reporting such experiences to us. Since you're encountering overdue amounts on statements when those same amounts aren't due yet, I'd recommend getting in touch with our Customer Care team. They'll be able to pull up the account in a secure environment, conduct further research, and create an investigation ticket if necessary.

They can be reached while you're using QuickBooks.

Here's how:

  1. In your top menu bar, go to Help, then QuickBooks Desktop Help.
  2. Click Contact Us.
  3. Enter a brief description of the issue in our Ask a question (or tell us what's wrong) field.
  4. Hit Continue.
  5. Select We’ll contact you for a callback or Message Us to start an instant messaging session.


Be sure to review their support hours so you'll know when agents are available.

Please feel welcome to send a reply if there's any questions. Have a great day!

Level 1

Can I create statements that calculate amount owed as advance payments?

I'm also in a small HOA, what I do for this is simply allow the monthly memorized invoices go through and allow each Home Owner prepay, the downside is that each month you need to clear the invoices with the credits generated by the prepayments.
Auto application of credits is not available in Desktop 2022 to my knowledge, but one day (hopefully).

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