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Level 1

I created several invoices and saved to review later. They were then inadvertently sent by 'System Administration'? Why did this happen?

I specifically clicked 'save' and not 'save and send', yet they were still sent by 'System Administration' that evening. Was this some kind of a system error that triggered this?
3 Comments
QuickBooks Team

I created several invoices and saved to review later. They were then inadvertently sent by 'System Administration'? Why did this happen?

Hi there, @stephen-bates-de.

 

I'll share some information about an invoice that is automatically sent by system administration in QuickBooks Online. 

 

There's a possibility that the invoice you've previously created has a recurring transaction saved in QBO. Once there are, QuickBooks will automatically send them to your customers. Also, those transactions may have been set up to Automatically send emails, send later, send a reminder, and 1-day interval. 

 

You'll want to go to the Recurring Transactions page to check the recurring template you've set up. I'm glad to walk you through the steps:

 

  1. Go to the Settings ⚙️ icon, then select Recurring Transactions.
  2. From the Action column of the transaction, select Edit.
  3. Review the customer's name and details of the template. 
  4. Edit it when necessary.
  5. Click Save template to close the page.

 

You may refer to this article: Review your recurring transactions

 

If there's no the same information or recurring data, I'd suggest checking the Audit log. From there, you'll see the list of the company's activities, the changes made, and who made them.

 

Here's how: 

 

  1. Go to Settings ⚙, then choose Audit Log.
  2. Select Filter.
  3. Use the fields on the Filter panel to choose the appropriate UserDate, or Events filter to narrow the results.
  4. Hit Apply.

For more details, visit this article: Use the audit log in QuickBooks Online

 

I've also added an article about how to personalize sales forms and managing customer's transactions. 

 

 

Let me know if you have other queries. I'm glad to help. Keep safe!

Level 1

I created several invoices and saved to review later. They were then inadvertently sent by 'System Administration'? Why did this happen?

Thanks for that. I had read about that in the knowledge base, but we do not currently have any recurring transactions set up. The audit log is where I found that the user listed for the invoices being emailed was 'System Administration'

QuickBooks Team

I created several invoices and saved to review later. They were then inadvertently sent by 'System Administration'? Why did this happen?

Thanks for getting back to this thread and sharing additional info, @stephen-bates-de.

 

It's possible that the system administrator accidentally clicked the Save and send button when closing the invoice. This is the reason why the audit log shows that it was emailed to your customers. 

 

However, you can still edit this transaction and change way you close it. Let me show you how:

 

  1. Find the invoice using the Advanced Search feature.
  2. Open it and make sure to select Save and close once you close it.

close.PNG

In addition, you can run the Invoice and Received payments report in QuickBooks. This will show you the list of payments that you’ve received and the invoices that go with them. Just go to Reports and open the Invoice and Received payments report.

 

 You can also customize it to narrow down the details that matter the most to your business.

 

Please let me know if you need more assistance. I'll be here to help you every step of the way. Take care! 

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