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cmeisel
Level 1

invoicing with quarterly or monthly payments, recurring invoices, etc

Hi,

we have growing pain and I am hoping there is an easier solution than what I have been doing. 

In general, we sell a product that is a one or multi-year subscription and we send the invoices out and customers pay via check or by paying with ACH or CC right on the quickbooks invoice (we signed up for the service to accept cards). 

 

The problems start when customers pay quarterly or monthly (the worst). 

The easiest case for quarterly is they get an invoice for the yearly amount and make payments on dates I add to each invoice and if they don't I remind them. The worst quarterly is when they only accept an invoice for each installment not the total. In that case (for recognition purposes) I create a full amount invoice and never send it and then quarterly ones and once they pay I delete the quarterly one and apply the payments to the full contract value. 

 

Now we have our first monthly payment person and they want to put in their credit card and have payments made automatically. 

Is it possible to set up a recurring payment and if so how do I do that without me handling their credit card but them entering it themselves? 

 

what quickbooks needs is the ability to set up a full amount invoice and automatically send out the installment reminders and (if customers want) auto payment. 

 

thanks

 

claus

 

 

4 Comments
AlcaeusF
Moderator

invoicing with quarterly or monthly payments, recurring invoices, etc

Thank you for posting here in the Community, @cmeisel.

 

I know the importance of being able to enter transactions seamlessly in QuickBooks Desktop. Also, satisfying customers by providing their needs at the same time.

 

Rest assured, I can help share information about how you can deal with them in our program. There's a feature in the Desktop version which allows you to invoice customers for partial payments called Progress Invoicing.

 

Before you start, enable it first through the Preferences window. Here's how:

 

  1. Click the Edit tab at the top menu bar, and select Preferences.
  2. Choose Jobs & Estimates on the left panel.
  3. Go to the Company Preferences tab.
  4. Below Do you create estimates?, tick Yes.
  5. Under Do you do Progress Invoicing, hit Yes
  6. Press OK.

Once done, you can now create an invoice from an estimate and start creating progress invoices.

 

About the auto payment, please know you can create a recurring charge and manage payments within QuickBooks. However, you'll need to be the one who enters the credit card details on behalf of your customers. To know more, check out this article: Recurring Payments.

 

For future reference, I also suggest you visit the Set up and send progress invoices in QuickBooks Desktop article. It contains detailed steps and screenshots for your visual guidance (scroll down to Step 2).

 

While some features that are beneficial to your business is unavailable, I'll be sending feedback on your behalf. Please know your voice is important to us, and we take every suggestion as an opportunity to guide us with making improvements in the future.

 

I want to make sure this is taken care of for you. If you have any other concerns, post a comment below. I’ll pop right back in to assist further. Have a good one.

cmeisel
Level 1

invoicing with quarterly or monthly payments, recurring invoices, etc

this won't work. an estimate won't replace to track the full value of an invoice for the year. what is needed is a way to set up and invoice and allow monthly payments. has anybody here figured something out ?

Catherine_B
QuickBooks Team

invoicing with quarterly or monthly payments, recurring invoices, etc

Hi there, cmeisel. 

 

I just sent another feedback to our engineers to have a way in letting customers enter their payment information. We can let your clients set up directly in their bank a recurring bill payment deposited to your bank.

 

Within QuickBooks, we can manually create the invoices and pay them once we see that the invoice payments were already reflected in your bank. If the bank we used in receiving payments is connected into QuickBooks, we can match it to the manually recorded payments.

 

Here are a few resources that can help us manage invoice payments and bank feeds

 

I'm here if you have further questions. Thanks!

Fiat Lux - ASIA
Level 15

invoicing with quarterly or monthly payments, recurring invoices, etc

@cmeisel 

explore this subscription maangement app

https://mbsy.co/DJtTL

and this estimate/invoicing app for billing management

http://get.practiceignition.com/quickbooks

 

You may find somethng useful for your needs. Unfortunately they only support QB Online. You may need another 3rd party tool to import the data into QB Desktop.

https://transactionpro.grsm.io/qbd

 

Hope it helps.

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