Reoccuring Payments & Invoicing

Greetings, CarleyL.

The reoccurring payments are sales receipts. This is the reason why it's not attached to the invoice. When you pull up the item's report, the transaction will not show since the payments are downloaded as deposits.

You'll want to create a recurring sales receipt instead of invoices. Here's how:

1. Click Customers, then choose Enter Sales Receipts.
2. Fill in the necessary fields.
3. Click Memorize.
4. Choose Automate Transaction Entry.
5. Fill in the necessary fields, then click OK.
6. Click Save & Close. 

If you have further questions, you can always leave a comment below. 

Hi,

Can you please tell me. How do I record a reoccurring transaction, "earlier than scheduled", then have the reoccurring transaction advance to the next scheduled date (without an act of god....)?

A customer sent their monthly payment in advance of me sending them the scheduled reoccurring transaction. Please RSVP. Thank you

Hello, @drlucastax. 

I'm here to help you make a recurring transaction. 

Create a memorized transaction

1. Enter the transaction the way you want it to show up each month. Don’t select Save. If a field contains info that may change, leave the field blank. For example, leave the Memo field blank on a recurring check so you can enter a different memo when you need to.

2. From the Edit menu, press Memorize [Transaction Name]. For example, Memorize Check. 

3. Enter a Name. Then,  pick how you want QuickBooks to handle it.

• Add to my Reminders List.
• The transaction will be added to the Memorized Transactions section of your reminders list. When you choose this option, fill in the How Often field.
• Do Not Remind Me.
• The transaction won’t be added to your reminders list or added automatically. You can use this as a template for transactions that repeat from time to time.
• Automate Transaction Entry.
• The transaction will be entered when it's due. When you pick this option, remember to fill in the How Often and Next Date fields.

Tips: 

• If you set up an automatic schedule for a transaction, make sure your Next Date is set to a day in the future.
• When you fill in the Number Remaining, note that it includes the Next Date transaction.

4. Enter any other info, then hit OK.

5. Choose Save & Close or Save & Next.

That's it! 

I'm also going to give you this link that can help you with recurring payments. 

If you need further assistance on this matter, don't hesitate to let me know. Have a wonderful day. 

Thank you Candice, but that wasn't my question. Kindly re-read the underlined portion of my question. I've already recorded the reoccurring transaction in QB Online. Also, as you probably know, "memorized transaction" is QB Desktop terminology I believe. Please RSVP. I appreciate it.

Good job in recording the transaction, drlucastax.

We can update the Start date of your recurring template. That way, QuickBooks will process it on the next scheduled date since you've already recorded it manually. These are steps to follow:

1. Go to the Gear icon and select Recurring Transactions.
2. Locate the transaction template, then double-click it to open.
3. Change the Start date to the next scheduled date.
4. Hit Save template.

Here's an article about recurring transactions. This will give you more details on what other things you can do with recurring transactions in QuickBooks Online.

I'm just a post away if you need more clarifications with this. Have a wonderful day!

Thank for you that response. So, is that what you would do, if a customer sent in a payment "in advance" of the invoice posting from the reoccurring transaction list ??

In Quickbooks Desktop, I would simply go into the Memorized Transaction List, and with one click "ENTER MEMORIZED TRANSACTION", then it would automatically advance to the next date. 

Quickbooks Online seems "hokey", in need of refinement. Your thoughts ??

Hello there, @drlucastax.

QuickBooks Online doesn't have the option to memorize the transaction to change the date of a recurring template. This needs to be updated manually.

However, to record the advance payment that you received from your customer, you have the option to deposit it. This way, you can have it synced on the recurring transaction once it dues.

Here's how:

1. Click on the + New button at the left pane.
2. Tick on Bank Deposit.
3. Choose the undeposited account so the payments will be temporarily deposited in there while waiting for the due date.
4. Refer to the Add funds to this deposit section, then select the name of the customer. After that, enter the payment amount, account, and add a description if necessary.
5. Hit on Save and Close.

Please the sample snips below for reference:

To learn more about receiving payments in QuickBooks Online, please visit this link: Record and make Bank Deposits in QuickBooks Online

Once done, you can link this deposit to the transaction on its due date.

To do that:

1. Select the + New button.
2. Under Customers, select Receive Payment.
3. Select the Customer's name. You should now see all open customer invoices and outstanding credits.
4. Add the Payment date.
5. From the Outstanding Transactions section, select the Invoice you need to mark as paid.
6. Under Credits, select the Deposit entry, then press Save and Close.

Here's a reference that you can check out about this process: How to link a deposit to an invoice

Let me know if you have any other questions. I'd be more than happy to help. Have a great night!

I am having problems changing the payment info on reoccuring accounts and can not set up a new reoccuring, are there system problems right now. I have been trying for a couple of days

Hi BLUERIDGETMLLC,

You'll have to modify recurring payments by clicking the customer name to open the payment details. Let me guide you how.

1. Click the customer name to view details.
2. Locate the section that contains the information you want and click that section's Edit link.
3. Make desired changes. For Credit Card Expiration Date: If the card number has not changed, then only enter the new expiration date and do not re-enter the same card number. Only enter the card number if it has changed as well.

However, if you want to make changes, you'll want to get a new signed authorization form from your customer if yu want to make changes to the fundamental terms f recurring payment. Please check this article for more information: Change Payment Information on Recurring Payments.

In case you want to modify scheduled reports, here's an article for your reference: Set Up and Modify Scheduled Reports.

Please touch base with us if you need further assistance. I'll be right here to help.