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Micah Brandenburg
Level 1

Creating Same Invoice for 350 difference Customers

Hey Folks, I am the treasurer for my neighborhood HOA and we invoice assessments annually. Is there a way to take an invoice and then have QB auto generate the same invoice for ALL active customers? I have about 350 homes to do an looking for a quicker option. All homeowners pay the same invoice amount. 

 

Thanks

4 Comments 4
Regina_Lend_A_Hand_Accounting
Level 9

Creating Same Invoice for 350 difference Customers

Hi There! To my knowledge you cannot create a recurring invoice for all customers at the same time within QBO. You can however create a recurring invoice template and then use that template for each of your customers, scheduling the auto-creation of a recurring invoice for each customer.

MaryGraceS
Moderator

Creating Same Invoice for 350 difference Customers

Hello there, @Micah Brandenburg.

 

Welcome to the QuickBooks Community family. I can help share some information about creating the same invoice for several customers.

 

Yes, @Regina_Lend_A_Hand_Accounting is correct that you can't create a scheduled transaction for multiple customers. However, you can use the unscheduled invoice template to create one recurring, unscheduled invoice and use it over and over again.

 

Take note that this feature is only available in QuickBooks Online Essentials and Plus.

 

Here's how:

  1. At the top right, click the Gear icon.
  2. Select Recurring Transactions.
  3. At the top right, click New.
  4. From the Transaction Type drop-down, select Invoice then click OK.
  5. Enter a Template name.
  6. From the Type drop-down, select Unscheduled.
  7. From the Customer drop-down, select Add new.
  8. Create a generic customer name.
  9. Enter the detailed information that would be the same for each customer.
  10. Click Save template.

Once you're ready to charge your customers, you can use the unscheduled invoice template.

  1. At the top right, click the Gear icon.
  2. Select Recurring Transactions.
  3. Select the appropriate template.
  4. In the Action column, select the drop-down, then choose Use.
  5. Replace the generic customer name with the desired customer name, then select Save and new.
  6. Repeat the steps above for each customer.

That should prevents you from having to enter the same information each time.

 

For additional reference about the templates for recurring transactions, you can check the article below: 

That should do it. Feel free to drop me a comment below if you have any other questions about creating the same invoice for all active customers.

kclpoa
Level 1

Creating Same Invoice for 350 difference Customers

Hello. I have the same situation in billing customers (homeowners) once a year. I have tried using the reoccurring invoices, but when customers are entered, the contact information spaces (addresses and email addresses) do not populate. 
Any assistance us appreciated as this annual task is quite painful when dealing with hundreds of invoices.

Charies_M
Moderator

Creating Same Invoice for 350 difference Customers

It's my pleasure to assist you today, kclpoa.

 

You'll want to review the customer profile and make sure the information for addresses is entered and is correct. This can be the reason why some information is not populating when creating recurring invoices.

 

Here's how:

  1. Go to Sales and then Customers.
  2. Select the customer.
  3. Click Edit and review the information.
  4. Hit Save.

If you wish to edit the recurring templates, go to the  Recurring Transaction List. I'll walk you through how to do it:

  1. Go to the Gear icon and choose Recurring Transactions
  2. Select theJE and click Edit.
  3. On the top left of the screen you can edit the name of your recurring template, what type, and if set to Reminder, Unscheduled or Scheduled
  4. You'll even be able to specify how long you will be using it and if you want to be notified in advance.
  5. Below the scheduling information is the transaction setup, change as needed.
  6. Once all changes are in, click Save Template.

Please feel free to read these hand articles for your reference about managing your invoices:

I'm just a post away if you have any additional questions using recurring invoices. I'm more than willing to help. Have a great day!

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