QuickBooks monthly subscription invoice

Here's how to read your QuickBooks subscription invoice if you have a QuickBooks Online Accountant account.

Example : In this example, the firm is billed for 2 customer licenses:

• 1 QuickBooks Simple Start license
• 1 QuickBooks Plus license

Check out the various event descriptions that may appear on your subscription invoice:

• I am removing a customer from my wholesale billing (Transferring the billing to a customer):

• I am upgrading or downgrading my customer’s  version of QuickBooks:

• I bought new QuickBooks licenses with my Business Development Manager:

Example: In this example, the firm will be billed on the 20th of each month.

Here, a new license (TEST LE NUMÉRO) was added to the wholesale billing on 22nd July 2021.
The subscription invoice on 20th August 2021 therefore includes:

• The discounted amount of this new license, calculated pro rata, from 22nd July until 20th August, that is to say (R 6.55 exclusive of tax) for the Simple Start license;
• The monthly recurring amount, your firm will have to pay for the license for the following month, from 20th August to 20th September, because QuickBooks bills in advance for the following month. Here, the recurring payment is R 7 exclusive of tax. *

*This price includes discounts reserved for QuickBooks Online Accountants only.

Example: In this example, the accounting firm is billed for 2 licenses (Simple Start and Plus). Let's take a closer look at the QuickBooks Online Plus license:

• The license unit price is R 34.30 exclusive of tax.
• Given that there is only a single license of this type, QuickBooks 34.30 x 1 = R 34.30.
• QuickBooks calculates VAT at 20% for a single license of this type, that is R 6.86.
• The total for the license in question is R 41.16, in other words: R 34.30 + R 6.86.

Example: Here, the total exclusive of tax of all licenses billed in this billing period amounts to R 47.85, with a VAT rate at 20%, which equals to R 9.57.

Your billing date is the creation date of your QuickBooks Online Accountant account.
Example : If your QuickBooks Online Accountant was created on 20th August 2021, you will be billed the 20th of every month.

A QuickBooks subscription is always billed on the billing date for the following month. So, when you are billed on 20th August 2021, the payment covers the period going from 20th August 2021 to 20th September 2021.
QuickBooks Online Accountant accounts can face prorated charges because you can add or remove clients from your wholesale billing, upgrade or downgrade your customers' QuickBooks account version during a billing period.

Your billing date is the point of reference used to calculate the prorated charges.
If I add a new customer on 15th August and I am billed on 20th August: QuickBooks will bill you for the period the account was active from the 15th - 20th August for this customer.
On the same bill, you will see that you are also billed the normal price (including the discount) for this customer for the next billing period.

A QuickBooks subscription is paid on the billing date for the following month. If during this month, your firm upgrades or downgrades the QuickBooks account version of a client, the next QuickBooks subscription invoice will reflect this change.

Let's look at the example of upgrading a QuickBooks account:
When you upgrade a QuickBooks account during a billing period from Essentials to Plus, for instance, your subscription invoice will include:

• A credit note for the unused period on the Essentials version.
• A prorated charge for the time spent on the Plus version during this billing period.
• The recurring billing amount for the following month.

Therefore, if an accounting firm billed on the 31st of each month, chooses to upgrade a customer from Essentials to Plus on the 20th of January, this is what his subscription invoice on 31st January will take into account:

• A credit note for the time left to spend on the Essentials version from 20th to 31st January. In fact, this credit note is required because the Essentials version was paid for in full in the previous invoice, up to 31 January, but it was only used until 20 January.
• The prorated charge for the time spent on the Plus account from 20th -31st January.
• The amount (minus the discount) of the Plus subscription for the following month.

1. Select Subscriptions and billing from the company Gear icon.
2. Select the downward going arrow to the left of your client’s license name to reveal a second row.
3. Hover your mouse over the price shown in the second row.
4. You'll see the offer applied to that particular QuickBooks License, i.e. the discount amount applied to your client’s the QuickBooks account. You'll also be able to see the end date of that offer, after which you'll be charged the normal accountant price for that QuickBooks license.

Please visit the Manage your wholesale discount plan and wholesale discount clients article that will instruct you on the steps to take to do so.

Find out more about managing your subscriptions and your billing information.