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Intuit
3 helpful votes

Recurring Payments

With exciting new features that will help you save time and work faster than before, creating a recurring charge and managing payments has never been this easy!

What's new in Recurring Payments?

After you migrate from ACCB (Automatic Credit Card Billing), enjoy a fresh look and feel along with some new features when you set up a recurring charge.

To set up a recurring charge, go to Customers then select Credit Card Processing Activities > Set Up Recurring Charges.

On this page, you can:

  • Experience improved search. Find customers by entering any part of their name. Searching for “do” will now find “Dorothy Smith” as well as “John Doe” and “Ricardo Powell".
  • Create a recurring charge with ease. Set up recurring charges for existing customers, or add a new customer — all in one place.
  • Use new Invoice Options. Create recurring charges and record payments using Itemized List and Amount Only options.
  • Auto-detect card type. No need to select the card type in the form. Automatically detects card type based on the number.
  • Automatically send emails. Send automatic email notifications to customers when you set up a recurring payment and when the payment is processed. Select the option for Notify my customer that I setup this recurring payment.

Easily manage recurring payments

After you set up recurring charges, you can view and edit them through the Manage Recurring Payments page, which features a report of all the recurring items you set up.

To open the Manage Recurring Payments page, go to the menu bar on any page and choose Customers then Credit Card Processing Activities > Set Up Recurring Payments.

On the Manage Recurring Payments window, you can:

  • Find a recurring payment. Find recurring payment details with the Search box. Start typing a name, description, or any text associated with that recurring payment. As soon as you start typing, the list automatically filters to show instances where it found the text you entered. This text could exist in any field and appear anywhere within the field.
  • Edit recurring charges. Change the amount, update a customer's name, address, credit card number, or card expiration date.
    1. Select the customer name to view details.
    2. Locate the section that contains the information you want and select that section's Edit link.User-added image
    3. Make the desired changes. You may edit the following information:
      • Customer contact information
      • Amount
      • Description
      • Start Date only if the Start Date is still in the future (tomorrow or later). If this field is not editable, it means the start date is passed, and you can't change it.
      • Frequency only if the current frequency is monthly or yearly.
      • End Date You can change the End Date to tomorrow or any day after that. You can even change the End Date of expired payments. But, you can't edit the End Date for payments with frequency set to Once.
      • Credit card number
      • Credit card expiration date
      • Cardholder name and billing address
  • Delete. To remove a record entirely, delete it. Within the Manage Recurring Payments list, go to the Status column, click the drop-down arrow and select Delete.
  • Suspend. Suppose a customer has a magazine subscription and will be out of town for a month. You can suspend the subscription for that month and resume it when they return. To do this, go to the Status column, click the drop-down arrow and select Suspend.
  • Resume a suspended recurring payment. Say your customer returns from vacation and wants to resume your services. To do this, go to the Status column, click the drop-down arrow and select Suspend.
  • See recurring payments that have expired. To do this, select Display Expired Entries.
  • Choose the number of records you want to display on a page. Go to View and from the drop-down, choose the number of records to display.
  • Print the report. Go to the top of the list and select Actions > Print.
  • Export to Microsoft Excel. Go to the top of the list and select Actions > Export.User-added image

You may watch this video tutorial on how to manage recurring payments.

Frequently Asked Questions

All your existing recurring charges in ACCB will be seamlessly migrated to Recurring Payments while preserving all of your valuable data. There is no need to create your existing recurring charges again. This update is completely safe and secure.

  1. When you see an ACCB update message on the Payments page, select Migrate Me Now.User-added image
  2. Once the migration is successful, select Start Using Recurring Payments.
  3. Watch the videos to help you get started with the Recurring Payments. How to create recurring payments?User-added image
  4. In QuickBooks, look for a red key icon in the upper right corner, then select it to log in.User-added image
  5. After, logging in to your Payments account, open the Manage Recurring Payments page (Select Customers then Credit Card Processing Activities > Set Up Recurring Payments).
  6. Select Sync Customer Data. It will automatically sync all your customer details with QuickBooks.User-added image
  • Sync Manager is no longer needed to sync your customer data with QuickBooks.To sync your recurring payment information:
    1. Ensure you are logged into your payments account in QuickBooks. Look in the upper right corner for a red key icon. If it’s there, click it to login. While you are logged in to your Payments account, QuickBooks will automatically download your recurring payments and associated invoices whenever you’re connected to the Internet.
    2. Customers and items will synchronize automatically every few seconds between QuickBooks and the recurring payments window.
    3. New recurring payments and invoices that process will download automatically every few hours, or when you open QuickBooks.
    4. This will happen in the background and requires no setup other than updating your software. This will be a free update. Note that once you have updated QuickBooks to the latest release, you can disable Sync Manager; it will no longer be needed. We strongly recommend you do a final manual sync of Sync Manager before updating QuickBooks. Please note that QuickBooks Desktop 2016 and QuickBooks Desktop Enterprise 16 should be updated to release R7 (or later) to make use of the new recurring payments functionality that does not utilize Sync Manager.
  • Start Date has changed to Next Billing Date. You can find each customer’s original start date on the Payment Detail tab (now called Start Date).
  • Recurring rules have been updated to reflect the customer name instead of the job name. You can create recurring charges with Customer Name instead of Customer:Job.
  • Your previous semi-monthly frequency has been changed to a bimonthly frequency. These charges will now recur on the 1st and 15th of every month.
  • Your recurring payments history is available in QuickBooks. If you want to view historic payments before migration, you can view them in the Merchant Service Center.

Apart from the existing Amount Only option, you can create invoices using a new option called Itemized List. Some new billing frequencies are also available to help you choose the billing interval that you want.

  • Itemized List: This is a new invoice option. If you want QuickBooks to automatically generate invoices and record payments, then you can choose this option.
    • Enter item names in the Search for item(s) field and select the items to add to the total. Recurring Payments uses item prices and sales tax amounts from QuickBooks to automatically calculate the figure in your recurring payment's Total: field, which can’t be manually adjusted.User-added imageNote: Sales tax amount is automatically calculated for a recurring charge. To let QuickBooks automatically calculate the sales tax, you must create a sales tax item with the tax rate you need.
  • New Billing Frequencies. New billing frequencies like Once, Daily and Every 4 weeks are now available to set the payment schedule. Check out these resources on how to set the billing dates.

Below are more detailed examples of each of the frequency types.

Start Frequency End Date Next Three Billing Dates Notes
10/05/2018 Weekly None 10/12/2018 10/19/2018 10/26/2018 Billed the same day of the week, every week. Billing began on a Tuesday. Each subsequent charge will be billed every Tuesday
10/05/2018 Monthly None 11/05/201812/05/201801/05/2019 Billed the same date each month.
10/31/2018 Monthly None 11/30/201811/31/201801/31/2018 If you choose a day that doesn’t recur each month (like the 31st), your customer is charged on the nearest date within the next month (the 30th, or, in February, the 29th or 28th).
10/05/2018 Every 4 weeks None 11/02/201811/30/201812/28/2018 Billed the same day of the week, every 4 weeks. Billing began on a Tuesday. Each subsequent charge is billed every 4th Tuesday.
10/14/2018 Twice per month None 10/15/201811/01/201811/15/2018 Billed first on the start date you select, then on the same 2 days each month: the 1st and the 15th. In this example, billing began on Thursday, October 14th. October's second charge occurs the next day on the 15th. With this option, billing will ALWAYS take place on the start date, then on the next 1st or 15th of the month, even if the start date is very close to one of those dates. Keep this in mind when you select your start date for this frequency.
10/05/2018 Every 2 weeks None 10/19/201811/02/201811/16/2018 Billed the same day of the week, every 2 weeks. Billing began on Tuesday the 5th. Each subsequent charge will be billed every other Tuesday.
10/05/2018 Quarterly None 01/03/201904/03/201907/02/2019 The next billing date is automatically scheduled for 90 days after the preceding bill date.
10/05/2018 Daily 10/07/2018 10/06/201810/07/2018 Billed every day. 2 subsequent payments will process. Final billing takes place on the date you choose in the End Date field.
10/30/2018 Once Not applicable None Use the Once option to charge a card on a single future date. When you choose Once, the End Date field becomes uneditable, because there will be only 1 payment that occurs on the Start on date you specify.

You can now access and manage your recurring payments outside QuickBooks with Merchant Service Center.

  1. Sign in to your Merchant Service Center account.
  2. Select Processing Tools > Create a Recurring Charge.
  3. Select Create a Recurring Payment to set up a new charge, or select Manage Recurring Payments to edit, schedule and manage your recurring charges.

Note: Before you set up a recurring payment, you must get a signed authorization form from your customer. On the Create recurring payment page, click the Authorization Form link to download a PDF file that contains the terms of the recurring payment. Send or give the form to your customer to complete and then retain it for your records.

Simply log in to the Payments page and QuickBooks will automatically download your recurring payments and invoices and sync your customer data and items. Customer list is automatically updated whenever you add a new customer. To manually record a payment:

  1. Go to Merchant Service Deposits. A list of all your recurring charges will appear here.
  2. On the Record Merchant Service Deposit screen, select the recurring charges you want to record.
  3. Choose Add Selected Payments.
  4. On the Receive Payments screen, click Save and Close.
  5. Once a payment is added, you can create an invoice too. Choose Need Invoice.
  6. Go to Ready to Record tab and select the transactions you want to record. View all your recorded transactions under Recorded tab.User-added image

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