learning QBs... we're a small nonprofit and starting a 9-month training school and students will be paying $75 monthly tuition from Sept 1 thru May 1. I just signed up for the QBO payments/merchant services account and have noted that ACH is least expensive but I could use other options such as card swipe, etc. which are a bit more.
What is the best way to set this up?
Invoice each month and have student click to pay on the emailed invoice.
Just need info on how to start..
You can create a recurring invoice to set a scheduled invoicing for your students. I'll guide you on how to get around this.
To create a recurring invoice:
I've attached a screenshot below.
Once done, your students will just pay their invoices online.
You can refer to these handy articles for more information:
Also, the Receive Payments option will apply if you have your student's credit card number and you want to record the payment manually in QuickBooks.
Here are the articles to guide you about QuickBooks Payments:
You might want to visit our page for future help: Income and expenses.
Please reach out to us anytime if you have additional questions.
Thank you for this help!
I created a customized invoice template but now not sure how to make it come up when I begin sending invoices.
Also I'd like to set it up as a Pledge (of the full 9 months of tuition due - 9 x $75 = $675) and then show each month the amount due of $75 so they can see due date and see the total pledge decreasing each month.
I don't think I did that properly when I created the template (which I can't locate) :)
Needing additional help on recalling a custom template and how to show the total pledged tuition amount on the invoice and current payment due. Should I put this in a separate inquiry?
Hello there, @annstephens.
You'll just have to select your customized template in the Customize menu. Let me show you how.
However, to set up a pledge for a full 9 months. You'll have to manually create an invoice for each month. Then, to see the total pledge decreasing each month, you'll just have to mark the Show on invoice under the Account summary to show the balance on the invoice.
To see the total pledge tuition amount and current balance:
I've attached an image below for reference.
For more information on customizing your sales form. You can check out these great resources for reference.
I'd also recommend to send reminders on the invoice you created. This way, you won't forget invoicing your students. Here's how.
Also, you can always visit our Income and expenses page for QuickBooks Online to learn more about managing your income.
As always, feel free to let us know if you have other questions. The Community is always here to help. Have a good one!
As a nonprofit it was explained to me that ACH is the lowest fee. So I will have the student sign an authorization form and then would like to set up a monthly bank transfer from their bank that happens automatically. Would there be a link for this?
The next lowest fee would be for me to send each student a monthly invoice with the credit card option with a Pay Now button for those who don't want to use the bank transfer.
I was told setting up an automatic recurring monthly invoice with credit card option would be considered a "keyed-in" transaction which is the highest fee. Can you clarify the steps to set up each of these two options - ACH recurring and credit card via monthly invoice (manually not recurring). Thank you for your patience and help...
Thanks for getting back to this thread, @annstephens.
Allow me to step in and help provide some additional information about an ACH bank transfer for customer's invoice in QuickBooks Online (QBO).
When processing an ACH bank transfer, there will be a fee for 1% (max $10) per transaction. That means you’ll never spend more than $10 for each ACH payment you take.
To get your employee/customer's authorization, you can print this form and fill out the top section. Then, have your customer complete the rest and sign it: https://merchantcenter.intuit.com/wapweblet/ims-mp-help/en/echeck/echeck-authorization-form.html.
Once done, you can now set up an ACH bank transfer by following the detailed steps in this article: Process an ACH bank transfer from a customer.
On the other hand, if you'd like to email an invoice with a Pay Now button, you need to turn on the payments on your account and settings by following the steps in this article: Connect your Payments account to QuickBooks Online.
That should do it! Feel free to leave a comment below if you have additional questions about QuickBooks payments. Have a good one.