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boot2dahed
Level 1

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

It is difficult to project how the dates will appear on recurring invoices.

We are trying to generate recurring invoices for customers 7 days in advance of their due date (due date is on the 15th of the month) and have the invoice date reflect the date that the recurring invoice auto-generates (should be on the 8th), while having the due date on the invoice reflect the 15th.

This has proven to be challenging, as it is not clear how all of the various elements of the recurring invoices work together to determine the invoice date and the due date.

Ideally, we would like to find a resource that provides clear guidance on how all of these elements work together to produce the date values in all of the date-related fields on a recurring invoice or perhaps a simulator that can help us determine how the invoice date and the due date will appear on a recurring invoice that we are setting up.

Thank you...
Solved
Best answer February 13, 2019

Best Answers
Catherine_B
QuickBooks Team

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Great insight, boot2dahed!


I also appreciate the feedback you've shared about our guide articles and references. I'll make sure to forward them to our product engineers, as well as to the team that takes care of them.

 

For now, we don't have an available article that discusses how the fields impact the invoice and due dates with on another. 

 

Though, I can cite you an example of how these fields work based on your first question.

 

You want that the recurring invoice would create 7 days in advance, so you enter 7. Since you want the invoice to recur every 8th of the month, choose the interval Monthly, on the 8th day, and of every how many months the invoice would occur. 

 

The Start date and end date would identify when the invoice will start (8th of the month) and end. 

 

The interval and the start date would not affect the due date instead it would base on the Terms set for the invoice.

 

I'm here to help you if you have further questions.

 

View solution in original post

8 Comments
Catherine_B
QuickBooks Team

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Let me walk you through in customizing your recurring invoice, boot2dahed. 

 

First enter the start date (8th of the month) and then set your Term applicable for the recurring invoice. 

 

Here's how: 

  1. Go to the Recurring Invoice template by clicking the Gear icon then All Lists
  2. Select Recurring Transactions and click the Edit link under ACTION column. 
  3. On the Start date field, enter the 8th date and choose when it would end. 
  4. In the Terms drop-down field, select Add new
  5. Set a term Name, choose Due by certain day of the month radio button, and enter 15 on the day of the month field.
  6. Then Save
  7. Choose an item or product then Save and close

You can check this article for more details on how to create templates for recurring transactions

 

Reach out to us if you have other concerns. 


 

boot2dahed
Level 1

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Thank you very much for the prompt reply Catherine_B.  I will try your solution.

 

I was way off in the way that I was interpreting the form.

 

On its surface the form would seem to be pretty intuitive.  However, what you've indicated in your response suggests there's a lot more to it than what you see.

 

At first glance, it would seem that the fields on the form work this way:

Start Date - the date when the recurring invoice would begin.  Thereafter, the recurring invoices would be generated according to the other parameters specified.  In my mind there is nothing that would suggest that this field determines the day of the month or week when the invoice would be generated in all future occurrences - especially when the interval is specified right before this on the form.

Interval - this seemed like a no-brainer.  Set it to monthly on the day you want the invoice to be generated.  I would suspect this would be the 15th and if you wanted it generated 8 days earlier then you would use the "Create X days in advance" field at the top of the form.  So simple!

Terms - if you wanted the customer to have a certain number of days in which to pay the invoice beyond what was stated by the due date.  I guess that's understandable.

 

I tried searching the help and I couldn't get a clear picture of how all of these fields worked together to produce the dates that appear on the invoices.  I was able to review the link you provided about creating recurring invoices, but it didn't really address these core items that I've referenced in this reply.  In your experience, have you been able to find a resource that discussed how these fields impacted the dates on the resulting invoices or did you just have to figure it out through experimentation?

 

Thanks again!

 

 

 

Catherine_B
QuickBooks Team

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Great insight, boot2dahed!


I also appreciate the feedback you've shared about our guide articles and references. I'll make sure to forward them to our product engineers, as well as to the team that takes care of them.

 

For now, we don't have an available article that discusses how the fields impact the invoice and due dates with on another. 

 

Though, I can cite you an example of how these fields work based on your first question.

 

You want that the recurring invoice would create 7 days in advance, so you enter 7. Since you want the invoice to recur every 8th of the month, choose the interval Monthly, on the 8th day, and of every how many months the invoice would occur. 

 

The Start date and end date would identify when the invoice will start (8th of the month) and end. 

 

The interval and the start date would not affect the due date instead it would base on the Terms set for the invoice.

 

I'm here to help you if you have further questions.

 

View solution in original post

boot2dahed
Level 1

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Thanks again Catherine_B.

 

I think I've got what you're saying.

 

In summary, the process looks like this.

1. Decide on the day of the month that you want the invoice to be due.

2. Decide how many days before the due date that you would like the invoice to be generated and that will be your term. 

3. Subtract the number of days you decided on in step 2 from the desired due date you decided on in step 1 to get the day of the month that would be set in the interval and in the start date.

 

For instance, we have a desired due date of the 15th of the month, but we want the invoice to be generated 7 days in advance, so we have a term of Net 7.  Then we subtract 7 days from the desired due date to give us the interval (8th day of the month) and the start date (for February, it would be 2/8/2019).

 

It seemed to work in an abbreviated test where I set tomorrow's date as the desired due date then subtracted 1 day (term of Net 1).  Subtracted that from tomorrow's date to give me today as the invoice date.

 

I wish there was a button to allow you to see the results of the next occurrence so that you don't have to wait for the next occurrence to happen in order to be sure that things are going to look the way you intend for them to look.  However, I think this simple one day interval test is probably sufficient to call this answered.

 

I think we can call this resolved.

 

We'll keep an eye on them to see if things work as intended during the next occurrence of the recurring invoice.

 

Thanks again for taking the time to share.

 

 

maven1129
Level 2

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Is there any way to get a custom field we have set up to use the invoice date, or some other variable, with something like {invoivedate} as a variable in the templates?  is there any way to access variables when setting up recurring items like invoices?  

MaryJoyD
QuickBooks Team

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

I can share some information with your invoice template, @maven1129.

 

Yes, you can add a custom field to the recurring invoice template. Let me show you how:

  1. Go to the Gear icon and select Recurring transactions.
  2. Click on New or the Edit button of the template that you'd like to add a custom field. 
  3. On the page that appears, click the Gear icon
  4. Click on the + Add custom field under the Custom Fields section.
  5. On the window that appears, set all the information needed like the Date as the Data type, and Invoice as the form. 
  6. Hit Save once you're done.

Check this article for more information: Customize invoices, estimates, and sales receipts in QuickBooks Online

 

Also, please take note that when you create a recurring invoice template, the date that'll be used on the invoice is based on the Interval that you set on the recurring template. 

 

Here's an article for more information about creating recurring transactions in QuickBooks Online

 

Let me know if there's anything that you need with your template. I'm always here to assist. Have a wonderful day!

maven1129
Level 2

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Yeah I’ve got that custom field already, I’m asking if I can add a variable datapoint to that custom field each month. to n the same way invoice date is set for the date I choose (such as first of the month), I’d like to do something like customfield: PERIOD{MM/YYYY}. Is there a way to have it populate with variables like that? Currently I set PERIODXX_2020, and each time it generates I have to go in and set XX to the current month (like this month, I manually set it to 09 after the invoice had been auto created). 

Hope that make sense! Any ideas?

RCV
QuickBooks Team
QuickBooks Team

If we want monthly recurring invoices to show an invoice date that reflects the date they were generated and a due date of the 15th, what is the best way to do that?

Thanks for coming back. Let me clear some things with you, maven1129.

 

The option to automatically add a variable data point (PERIOD{MM/YYYY}) to the custom field each month is unavailable. We need to manually enter them in the field after the recurring invoice is created.

 

On the other hand, I appreciate you for coming up with the workaround by going in and set the XX variable to the current month after each invoice. To learn more about personalizing your sales forms, check out the Customize invoices, estimates, and sales receipts in QuickBooks Online (QBO) article. 

 

Visit these blogs for any upcoming QuickBooks updates and enhancements:

 

I have a link here that provides you with articles about managing your customer transactions: Sales and customers gather topics for all your company's income and customers

 

The Community will always have your back if you need anything else in QBO. Assistance is just one post away. Take care always.

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