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Level 2

How To Setup & Remember Annual Billings

My business provides software-as-as-service (SaaS) that is billed on an annual basis. When a new customer signs up, we invoice them for one-year of service and then add them to a spreadsheet so that we know when to invoice them next year.


Seems like there has to be a better way to do this directly in QuickBooks, right?


Any suggestions?

3 Comments 3

How To Setup & Remember Annual Billings

It’s great to have you here, mashby.

I can help you create a reminder for your customer’s annual billings in QuickBooks Desktop.

Great news! QuickBooks Desktop has Reminders and To Do Notes features where you can setup a task you need to do. First, let’s turn this on in the Preferences screen.

Here’s how:

  1. Select Edit at the top menu bar, then choose Preferences.
  2. Click Reminders on the left, then select Company Preferences.
  3. Under To Do Notes, tick the radio button for Show Summary or Show List.
  4. Click OK.

Next, let’s create a to do for your customer’s annual billings. Let me show you how:

  1. Choose Company, then select To Do List.
  2. Click the To Do drop-down arrow and select New To Do.
  3. In the Add To Do window, enter your information.
  4. Click OK.

If you want to create a report for the important tasks, just click the drop-down arrow beside Reports, then choose Launch To Do Report.


To open the Reminders list, click the clock icon on the Home page, or choose Company and select Reminders.


The left side of the Reminders list shows alerts and today's tasks, as well as overdue tasks, which appear in red. The right side shows upcoming tasks.


Screenshots are attached at the bottom for your reference.


There you have it. Let me know if you have other questions. I'll be here if you need me.

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Level 2

How To Setup & Remember Annual Billings

@PreciousB -- Thank you for the detailed reply and screenshots. You rock!


I definitely like the Tasks approached over a "Memorized Transaction" but I wish there was a method for setting the event to be recurring. 


I had no idea that QB had this feature, so I'll have to play with it a bit.


Thanks again!

Level 15

How To Setup & Remember Annual Billings

If this is Desktop, you can use a Number of things:

Set the Job Start Date.


If there are different contract agreement cycles, then start using Customer Type and/or Job Type. Example: Job Type =  Annual or Quarterly. That way, you can run a Job Status report to monitor when the client Started and what is their contract cycle.


You set up and Memorize Invoices, and you can set them to Automatic, or to Remind Me. I have 84 memorized, automatic, monthly. It takes about 5 seconds to do Monthly invoicing.


And now you don't need a Spreadsheet. All that info is in QB for reporting and tracking purposes.

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