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Level 3

entering monthly tuition payments

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..

thanks..

7 Comments
Level 3

entering monthly tuition payments

i'm viewing video training instructions now...

also it looks like there's "Receive Payments" option...

(a bit confused but want to set it up properly)

QuickBooks Team

entering monthly tuition payments

Hello annstephens,

 

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:

  1. Click (+) Create, then Invoice.
  2. Enter the invoice information. Under Online payments, choose the type of payments that you accept.
  3. Click Make recurring at the bottom so you can scheduled your invoice to monthly.
  4. Click Save and send.

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.

 

Level 3

entering monthly tuition payments

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) :)

Thank you...

Level 3

entering monthly tuition payments

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?

QuickBooks Team

entering monthly tuition payments

Hello there, @annstephens.

 

You'll just have to select your customized template in the Customize menu. Let me show you how.

  1. Open the Invoice.
  2. Click Customize and select the template you've created. 1.png

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.

 

Here's how:

  1. Open your Invoice.
  2. Click Customize.
  3. Select Edit if you set your customized template on the invoice.
  4. Go to the Content tab
  5. Select the Table section and mark Show on invoice under the Account summary.
  6. Then click Done. 2.png

To see the total pledge tuition amount and current balance:

  1. Open the Invoice.
  2. Click Print or Preview.

I've attached an image below for reference. 3.png

 

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.

  1. Go to the Sales menu.
  2. Select Invoices tab.
  3. Mark the 9 (Nine) invoices for your student.
  4. Click the Batch actions drop-down menu and select Send reminder. 4.png

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!

Level 3

entering monthly tuition payments

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...

QuickBooks Team

entering monthly tuition payments

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. 

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