Recurring Payments

Hello there, krista2020,

The invoices created in QuickBooks is not connected to the recurring payments you have in Merchant Services. You can manually apply the payment on the invoice instead. 

You can create a recurring payment in QBO to automatically apply to your invoices. Here's how:

1. Click the Gear icon.
2. Under Lists, select Recurring Transactions.
3. Select New.
4. Select Sales Receipt, and then select OK.
5. Enter a Template name.

As long as your QB Payments is connected to your QBO account, you have an option to enter the customer's bank details when creating the recurring sales receipt.

Check this article for more information: Create recurring transactions in QuickBooks Online.

I'll be right here if you have more questions.

Thank you Mary, however, I am working on the Desktop Pro 2018.  Maybe there isnt a way to set it up so it auto-applies to the invoice.

Thanks for coming back to the Community, @krista2020.

I have some information about the recurring invoice and how to apply the payment to your invoice. Let's go to your QuickBooks Desktop (QBDT) to see it.

You'll need to connect your QuickBooks Payment account to your QBDT file to sync your recurring transactions and payments. Here's how:

1. In QuickBooks Desktop, go to the Customers menu.
2. Select Link Payment Service to Company File. If you see a message about credit card protection, fill out the fields and hit OK.
3. Type in your user ID and password you used to sign up for QuickBooks Payments. Then, hit Sign In.
4. Click Connect. 

After connecting, you'll see an icon on your homepage. This will indicate if you're signed in and connected to QuickBooks Payments. Your recurring transaction in the Merchant Center will then sync to your QBDT invoice, once your customer made their payments. Learn more about QuickBooks Payments at this link here: Connect your QuickBooks Payments account to QuickBooks Desktop.

You can also visit our page to know when QuickBooks Payments deposits your customer payments. In case you want to create a recurring transaction on your QBDT file, check out this link.

I can still offer my help if you have questions with invoices. Just leave them in the reply section below and I'll be there for you. 

Once you create the recurring sales receipt, is there a way to automatically apply the amount paid to an open invoice for that customer?

ill provide more context below if needed:

I have a client who owns a pool. The pool allows members to sign up for an annual subscription, paid monthly. Lets say a new member wants to join from 1/1/2021 - 12/31/2021. Total for the year is $600, but it will be paid monthly, $50 per month . I want to be able to set up an invoice, with the invoice date of 1/1/2021, due 12/31/2021, and then automatically charge the customer each month the $50 through ACH or credit card. The reason i want to set up an invoice, and not just a recurring sales receipt, is so that my client can go into the customer section, see all the active members (customers with remaining balances), and allow my client how much money is anticipated to still come in from each customer for the remainder of their membership period. 

If i just do a recurring sales receipt, it does not reduce the invoice amount automatically. Is it possible to link the recurring sales receipt to an open invoice? I would ideally want it to show up in the receive payment section of the invoice but im ok with a "work around" if this function is not available.

Hi MACFG!

Yes, we're unable to use a sales receipt as a payment to an invoice. I'm here to assist you with these recurring transactions.

You can't use both the sales receipt and invoice since they are both posting transactions. Instead, you can only choose one to avoid duplicates and discrepancies. Once your QuickBooks Payments is linked to your QuickBooks Online (QBO), you can accept ACH or credit card payments with either a recurring sales receipt or a recurring invoice.

Also, you won't be able to track the open balance for the remaining membership period when using recurring transactions since the system will only generate a transaction based on the schedule. However, you can set up an End date. With this, QBO will automatically stop the recurring transaction.

Please check these articles to know how to set up recurring transactions in QBO:

• Set up a recurring sales receipt

• Set up Autopay for recurring invoices in QuickBooks Online

Another option is to manually receive credit card payment since you already created an invoice for the entire year. With this, you can surely track the open balances. Make sure that your QuickBooks Payments is connected to your QuickBooks Online. Then, follow these steps:

1. Go to the + New button and select Receive payment or Receive invoice payment.
2. Fill out the customer info and payment date. From the Outstanding Transactions section, select an open invoice. To take a partial payment, change what's in the Amount Received field.
3. From the Payment method drop-down menu, select Credit card. Click the Enter credit card details button, and enter the credit card info.
4. You can save the customer's credit card by selecting the Use this credit card in the future box.
5. Select Process credit card or Use this info.

You can check these links for the steps on how to pull up and customize reports in QuickBooks Online:

• Run reports in QuickBooks Online

• Customize reports in QuickBooks Online

Keep on posting here if you have additional questions about customer payments. I'll answer it as soon as I can.