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N
nexgraphics
February 2, 2022
Question

Automatically generate bills

  • February 2, 2022
  • 1 reply
  • 0 views

Hi, I have a client that pays $50/month and Im tired of manually creating this each month and emailing.  Is there a way (DESKTOP) to be able to have the system do it automatically and email it?    Thanks!

1 reply

L
LeizylMQuickBooks Team
QuickBooks Team
February 3, 2022

Hi, nexgraphics. 

 

There's a feature in QuickBooks Desktop called Recurring. This allows you to create templates for recurring invoices so they will be sent automatically.

 

To set up the recurring invoices from your Desktop product follow these steps. 

  1. Go to Customers, then select Credit Card Processing Activities.
  2. Select Set Up Recurring Payments.
  3. Find the name of your customer on the search field. If it's a new customer, select Add New.
  4. Under Invoice Type
    1. If you want an invoice and payment, select Itemized List, then fill out the fields.
    2. If you want a sales receipt, select Amount Only, then enter the amount.
  5. Fill out the fields under Payment Method, then select Next.
  6. Verify all info and terms of the payment setup matches with the signed authorization form, then select Submit to save or Edit if you need to make changes.

For now, the option to automatically send e-mail invoices is unavailable in QuickBooks Desktop (QBDT). You'll have to manually send your memorized transactions once you get a reminder once it's due.

 

You'll want to check out this link to know more different ways you can track customer transactions in QuickBooks Desktop in case you need further help after sending out invoices: Get started with customer transaction workflows in QuickBooks Desktop.

 

Click the Reply button if you need more help with managing your invoices or any QuickBooks-related concerns. Take care and have a great day.

N
nexgraphicsAuthor
February 3, 2022

Unfortunately I dont have this:   "Credit Card Processing Activities. "  --- mine says "add credit card processing": but does nothing - so Im stuck :( - 

J
jamespaul
Level 8
February 3, 2022

Hello, nexgraphics.

 

I'm barging in to clarify the missing option when accessing the Customer menu, and elaborate the solution to help you automate your invoices. 

 

The steps above assume that you have the QuickBooks Payments service. It looks like you're not yet subscribed, which is why you're seeing Add Credit Card Processing instead of Credit Card Processing Activities.

 

Subscribing to this service allows you to automatically create and send the invoice to your client. I would recommend checking these links to know more about QuickBooks Payments: 

 

 

If you don't want to sign up for the service, I'd like to reiterate and elaborate the suggestions given by my colleague. 

 

You can automate the invoice creation step using the Memorized Transactions feature in QuickBooks Desktop. Here's how to do it: 

 

  1. Create an invoice for your client. 
  2. On the invoice creation screen, add the necessary details like the amount, product or service and other information.
  3. Once done, click the Email Later box at the top (this will send the invoice to to the Send Forms screen for emailing). 
  4. Click the Memorize button.
  5. Set a name for the transaction.
  6. Select Automate Transaction Entry.
  7. Set the frequency to Monthly under How Often. 
  8. Set other frequency settings, then hit OK. 

 

 

All memorized transaction templates can be seen and edited by going to Lists, then selecting Memorized Transactions List. 

 

After QuickBooks creates the invoice, send it manually by going to File, then selecting Send Forms. Check the invoice you want to send, and review or edit the email body. Once done, click Send Now. 

 

Though, email automation might be possible with a third-party app. I would suggest browsing for one in the QuickBooks Desktop Marketplace. 

 

Need help tracking your cash flow as you automate the invoice entries? Check out this article to help you with the steps and details: Track your cash flow in QuickBooks Desktop.

 

I'm up and ready to help again if you have other concerns while entering transactions in QuickBooks. I can also help you in other areas in the program. Just lead the way and let me know the details. I'll see you soon. 

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