How to do automatic payment for weekly imported invoices where the amount each week is never the same

ProfessionalChoiceSolutions · ‎November 15, 2021

We provide services for clients by the hour (so the amount charged each week is rarely exactly the same as the previous week), and so invoices are created in another platform for the exact amount and then exported to Quickbooks, where we then process the payments for those invoices.

To date, the guy who was previously doing the billing before I took over showed me that he has been manually processing each payment for each invoice one at a time (even when the client has given us their payment information and told us to automatically process it each week), and also manually emailing or printing/mailing each invoice one at a time.

Basically we go to Sales - All Sales and filter by invoices this week and go down one client at a time and click on "Receive Payment" then Save and Send (this takes a payment with the stored payment info the client gave us permission to use and then emails the sales receipt to them). For those we don't have payment info for, we click on the arrow and print or email the invoice to them. This all takes several hours to do each week.

I know there has to be a better, faster, more automatic way to do this and be more efficient. The clients gave us written permission with filled out forms to do autopay, but autopay should be automatic, and currently it's still manually doing for each client because we can't set up a recurring invoice since the amount is always different and is imported from another system. How do I fix this so payments for any imported invoice will just process when they are imported or else each Tuesday or something automatically?

Remember, the invoices we generate each week are imported every Monday night, they are never the exact same amount. But we should be able to tell Quickbooks to process the ACH or Credit Card of everyone who asked for autopay each week, and also still email out the invoice for everyone else who we don't have payment info for, right?

Please tell me I can do something to stop wasting so many hours doing each payment individually each week just because we can't do recurring invoices... Thanks

Charies_M · ‎November 15, 2021

I appreciate you for sharing your concern with us, ProfessionalChoiceSolutions.

For invoices done in a third-party application, I'd recommend contacting the support team of your application. They know well about the navigation and program's interface. They can also check the settings and see how it can be exported well to QuickBooks.

You may also want to consider looking for a third-party application that can help process invoices and can be integrated with QuickBooks Online. This way, you'll no longer have trouble syncing invoices and recording payments from your customers.

You can visit our QuickBooks App Center where you can see applications that are compatible with QBO:

Here's how:

Select Apps from the sidebar menu.
Go to the Find Apps tab.
Enter a keyword in the search bar or click the Browse category button to filter the results.

Also, you'll want to check out our Help Articles to help you with the tasks and tips when using QBO.

Feel free to go back to this thread if you need anything else while recording sales and payments in QBO. Have a good one.

ProfessionalChoiceSolutions · ‎November 15, 2021

OKAY, for now let's forget about any invoices imported to QuickBooks with a Third party platform.

Let's just talk about the invoices I make directly in Quickbooks each week. Everything else is still the same as the above explanation for those invoices too:

I create new invoices in Quickbooks for clients each week, but the amount of the invoice is going to differ each week so I can't do a recurring invoice since the amount differs each week. How do I make it so the payments are automatically processed for the full amount of the invoices (which will always be a different amount) each week without me having to manually go through each one and click "receive payment"?

DebSheenD · ‎November 16, 2021

Hello, ProfessionalChoiceSolutions.

Allow me to provide some information about automatic payment for the different amounts of the invoice.

At this time, being able to process recurring invoices for a different amount is unavailable in QuickBooks Online.

Our developers are constantly working to improve our product to help you manage your business easier. I'm taking note of this as a suggestion to our engineers. On the other hand, QuickBooks integrates with various third-party applications. You may check out our app site and look for the application that supports this functionality. Here's how:

Go to the Apps menu at the left pane.
Select the Find Apps tab, and then type a keyword in the search bar like "recurring payments."
Click the magnifying glass to search, and then choose the app that suits your need.

In addition, I've added this article for more information on creating a recurring invoice: Create recurring transactions in QuickBooks Online.

If you have other concerns or need further help with recurring transactions in QuickBooks, let me know by adding a comment below. I'll be right here to help whenever you need one. Have a wonderful day!

ProfessionalChoiceSolutions · ‎November 16, 2021

I was talking to QB customer service earlier this week and the lady told me that when I email out an invoice to a client, they will get a link with the invoice where they can set up to automatically pay a bill so that anytime I email an invoice to them, Quickbooks will automatically pay it off for them with the information they submitted, even if the amount is different every time.

This is what got me thinking...if a client can set up to have the invoices automatically paid off as soon as they are emailed to them, why can't I set it up from my end to do the same thing as long the client gave me all the payment information? Are you saying the only way to do automatic payment is if the client clicks on the link in the email and sets it up themselves? Or was I given incorrect information?

TirzahC · ‎November 17, 2021

Thanks for providing detailed information with your concern, ProfessionalChoiceSolutions.

I'd like to reiterate what DebSheenD answered. Being able to process recurring invoices for different amounts is unavailable in QuickBooks Online.

You can browse this article to manage your recurring transactions : Set Up A Recurring Sales Receipt

Reply to me or reach out to us again if you need more help with QuickBooks. We're always here to offer our assistance.

Teddy Elsenbaumer · ‎November 29, 2021

Hey Professional Choice Solutions,

If I understand, what you need is a recurring "Auto-pay" feature that will process the open invoices for customers at a set time using the payment method on-file. Quickbooks supports recurring billing, but only for the same amount each month. This is a gap in Quickbooks payments at this time, and we solve it with a plugin called Bill&Pay.

I can walk you through how it works in a demo, and you can decide if it's a good fit for you.

https://calendly.com/teddycc/online-demo

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How to do automatic payment for weekly imported invoices where the amount each week is never the same