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 User, Date, 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. 

• Help articles
• Customize invoices, estimates, and sales receipts in QuickBooks Online
• Import custom form styles for invoices or estimates

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

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'

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.

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! 

This keeps happening to us and it causes all sorts of problems. It makes us look like we are incompetent. Its caused our clients to lose trust in our accounting because we have to resend amended invoices.

I appreciate you joining the thread.

A possible reason I can think of why this happens on your end is that invoices inside your QuickBooks Online (QBO) company are programmed to recur on a specific day or period. If you've created recurring transactions inside the program, it'll automatically follow the date or period set and send the invoice upon schedule.

If this is the case, you can Delete or Pause the recurring option to stop automatically sending transactions. I'll gladly input the steps below to get you going:

1. Access your QuickBooks Online company.
2. On the top-right corner, click the Gear icon.
3. Select Recurring transaction.
4. Locate the transaction and then below the Action column, click Arrow button beside Edit.
5. Choose Pause or Delete. If you choose Pause, click Pause and if you select Delete, click Yes.

Doing this will stop the System Administration from automatically sending invoices.

In addition, here's an article to help you manage invoice payments: Record invoice payments in QuickBooks Online.

Don't hesitate to post here again if you need further assistance with this or have any additional QuickBooks-related concerns. I'll be here to help you. Take care, and have a good one!