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Email notification when new invoices created

We have a business model which requires us to validate customer invoices prior to sending them.  I have created recurring invoice templates for all of our customers, but do not wish to automatically send them - instead, I will review all the automatically created invoices and manually send them once the charges are validated.

 

My issue - I've created the invoices to be automatically created 15 days before the first of every month.  This will sometimes be on the 16th of the prior month, 17th, 15th, depending on the number of days in the month.  Instead of guestimating when the invoices are created, I'd like to receive an email when new invoices are automatically created.  Alternatively, I'm open to scheduling a report to be created when recurring invoices are created, and the report is emailed (actually, this is preferred option, rather than receiving 15 emails, one for each invoice).  I don't want to have to create a regularly scheduled report of all open invoices, since that would require me to look at all the reports to determine if the invoices were created.

 

Any ideas?

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Anonymous
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Email notification when new invoices created

Thanks for visiting the Community today, @emilygmonroy,

 

I can share some insights about the recurring invoices in QuickBooks Online.

 

At this time the option to automatically send an email alert for newly created recurring transactions is currently unavailable in QuickBooks Online. The only way we can do this is to enable the Automatically send emails option on the recurring invoice, then add your email in the Bcc field to receive a blind carbon copy of the transaction. Here's how:

 

  1. Click the Gear icon.
  2. Choose Recurring Transactions.
  3. Locate the invoice template then click Edit.
  4. Mark the Automatically send emails box.
  5. Click on the Cc/Bcc link.
  6. Add your email to the Bcc field.

 

In your case, since you wanted to review the transactions before sending them to your customers, you may remove their email on the Cc field. Once done, you can manually add their email if you're ready to forward them the form. Please check the screenshot below:

 

 

Additionally, there isn't currently a report for newly created recurring invoices that you can email from QBO. As a workaround, you can go to the All Sales tab then filter the date and transactions you'd like to view. Let me guide you through the steps:

  1. Click the Sales menu.
  2. Go to All Sales tab.
  3. Click the Filter button.
  4. Under Type, select Invoices.
  5. Choose Open for the Status.
  6. Set the report Date and select the customers you'd like to include.
  7. Click Apply.
  8. Once done, you can send your transactions using the Batch actions option.

Please check the screenshots I've added for you below:

 

 

While these functions you're requesting is not yet available in QuickBooks, it would be best to send a product suggestion through the QuickBooks Feedback feature. Here's how to do that:

  1. Click the Gear icon.
  2. Select Feedback.
  3. Enter your feedback and suggestions.
  4. Click Next.
  5. Select Feedback for the Category.
  6. Click Send message.

I'll do the same thing in my end to reinforce your request. You may also track your suggestions through this website: https://feedback.qbo.intuit.com/

 

Your request goes directly to our developers who consider feedback for QuickBooks enhancements.

 

Please feel free to get in touch with us for all your QuickBooks concerns. I'm here to get things done for you. Have a great day!

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