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.
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:
Click the Gear icon.
Choose Recurring Transactions.
Locate the invoice template then click Edit.
Mark the Automaticallysendemails box.
Click on the Cc/Bcc link.
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 AllSales tab then filter the date and transactions you'd like to view. Let me guide you through the steps:
Click the Sales menu.
Go to AllSales tab.
Click the Filter button.
Under Type, select Invoices.
Choose Open for the Status.
Set the report Date and select the customers you'd like to include.
Once done, you can send your transactions using the Batchactions 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 QuickBooksFeedback feature. Here's how to do that: