cancel
Showing results for 
Search instead for 
Did you mean: 
Level 2

Automatic recurring variable billing

I am looking at different accounting software and need to know if QuickBooks can handle our workflow. We have a property management business that charges a monthly fee, plus we pass on the billable services from vendors, if applicable that month.

 

I see Quickbooks can pass a billable item to a customer. This is great.

 

I need the customer to enter their payment information once (and authorization if needed) and then be set to auto bill. I understand that recurring payments are allowed, but only for the same amount monthly. I also understand that I can create a sales receipt instead of an invoice and charge the client on that date from a card on file. These are not exactly what I'm looking for.

 

I'd like to be able to finalize the invoices before the 7th of the month. Then have the invoices sent to the customer (with the billable items attached) on the 10th, then have their card charged 7 days later. Just like a phone bill or utility bill. Is this possible? Thanks!

Solved
Best answer 03-23-2019

Accepted Solutions
Intuit

Re: Automatic recurring variable billing

Hello,

 

I think I understand what you're trying to do.  The good news is that this can all be done in QBO, the bad news is that it cannot be 100% automated. It WOULD require some actions by you every month.

 

1. You can setup recurring invoices to your clients every month and set them to automatically include any billable charges that have not been billed to your client yet.

 

2. You can also setup the template to create the invoice with a certain day on it but actually create the invoice days earlier.  Ex: Invoice #100 is dated 4/10/2019 but its created in QBO on 4/7/2019.

 

Here are the parts that require a little work on your part.

 

1.  You would have to either collect the billing info from your client and manually add it to their customer profile, OR you have to send the 1st online invoice to them and MAKE SURE they select the box when making a payment that says "Use this billing info for future payments".

 

2.  With the recurring invoice template you can set the default invoice delivery to SEND LATER.  This will create the invoice and put it in a queue.  Then on whatever day you want to send your invoices, you just go to your invoice list and set filter to SEND LATER and then click batch actions and select SEND TRANSACTIONS.  That will email all the invoices in the queue to the clients.

 

3.  On the date you actually want to charge the customer, you would have to go to each open invoice for them and select receive payment.  It will have their default billing method saved and then you just click OK and it will process the payment and close the invoice.

 

View solution in original post

5 Comments
Intuit

Re: Automatic recurring variable billing

Hello,

 

I think I understand what you're trying to do.  The good news is that this can all be done in QBO, the bad news is that it cannot be 100% automated. It WOULD require some actions by you every month.

 

1. You can setup recurring invoices to your clients every month and set them to automatically include any billable charges that have not been billed to your client yet.

 

2. You can also setup the template to create the invoice with a certain day on it but actually create the invoice days earlier.  Ex: Invoice #100 is dated 4/10/2019 but its created in QBO on 4/7/2019.

 

Here are the parts that require a little work on your part.

 

1.  You would have to either collect the billing info from your client and manually add it to their customer profile, OR you have to send the 1st online invoice to them and MAKE SURE they select the box when making a payment that says "Use this billing info for future payments".

 

2.  With the recurring invoice template you can set the default invoice delivery to SEND LATER.  This will create the invoice and put it in a queue.  Then on whatever day you want to send your invoices, you just go to your invoice list and set filter to SEND LATER and then click batch actions and select SEND TRANSACTIONS.  That will email all the invoices in the queue to the clients.

 

3.  On the date you actually want to charge the customer, you would have to go to each open invoice for them and select receive payment.  It will have their default billing method saved and then you just click OK and it will process the payment and close the invoice.

 

View solution in original post

Level 2

Re: Automatic recurring variable billing

This is wonderfully detailed information @MarshallA . Thanks for being so thorough.

 

Could you confirm that the billable item PDFs will be attached to the customer invoice for them to click and view? 

 

Can I choose to leave off the "Pay Now" button on the invoice? I want to look as polished as possible and not leave any question in the customer's mind that everything flows smoothly behind the scenes without them lifting a finger (unless they want to).

 

Also, do you know of any software that automates this and integrates with QuickBooks? I've been searching for two weeks including on the QB website and haven't found anything.

 

Thanks again.

Intuit

Re: Automatic recurring variable billing

Hello,

 

Let me answer in easiest way I can by breaking it down part by part.

 

Could you confirm that the billable item PDFs will be attached to the customer invoice for them to click and view? Yes.  If you checkmark the box that says "attach to email" then any attachments that were included on the billable expense you created, will be able to be seen by the customer when they view the invoice.  In order for this to be a default, you might have to manually select it the first time and then after that it will remember.  I'd recommend trying out with a few test transactions that you email to yourself to be sure.

 

Can I choose to leave off the "Pay Now" button on the invoice? I want to look as polished as possible and not leave any question in the customer's mind that everything flows smoothly behind the scenes without them lifting a finger (unless they want to).Once you have the clients billing info saved in their customer profile, you can uncheck the boxes to allow them to pay online.  This will change the link from Review and Pay to Review and Print.  They won't be able to pay the invoice online by their own hand.

 

Also, do you know of any software that automates this and integrates with QuickBooks? I've been searching for two weeks including on the QB website and haven't found anything. You can look into 3rd party apps.  Some claim that they can add more automation into tasks in QuickBooks Online.  I don't know of any off the top of my head.  Just keep in mind of a couple things.  They may add more functionality but if something isn't working correctly and you're using an app, Intuit support will be limited in what troubleshooting they can do depending on where the issue lies.  I would ALWAYS recommend thorough testing by sending yourself emails and transactions to make sure everything is flowing correctly.  Like Scotty on Star Trek once said "The more they overthink the plumbing, the easier it is to stop up the drain"

 

Side Note:  Also, (and I'm sure you're already aware but never hurts to make sure) remember that you'll need to create a recurring invoice template for EACH customer.

Highlighted
Level 2

Re: Automatic recurring variable billing

Thanks so much. I really do appreciate your time.

Intuit

Re: Automatic recurring variable billing

My pleasure.  Let me know if you have any more questions.

Need to get in touch?

Contact us