Learn how to create templates for recurring transactions in QuickBooks Online.
In QuickBooks Online you can create templates for recurring transactions, like recurring expenses. You can do this for any transaction except bill payments, customer payments, and time activities. We'll show you how to set up and make the most of recurring templates.
Note: You can automate credit card payments with a recurring sales receipt.
Note: The recurring transactions feature is only available for customers using QuickBooks Online Essentials and Plus.
Create a new recurring template
Here's how you can create a new template:
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- Go to Settings ⚙.
- In the Lists column, select Recurring transactions.
- Select New.
- Select the type of transaction to create, and then select OK.
- Enter a Template name.
- Select a Type: Scheduled, Reminder, or Unscheduled.
- Complete the fields and select Save template.
What type should I pick?
Type |
What it does |
How you control it |
What you use it for |
Scheduled |
Creates a series of transactions according to the schedule you set. If you choose to send them by email once created, they are sent automatically. |
You can choose to be notified when the transactions occur. Either way, they're recorded without any extra work from you. |
Use for transactions with a fixed schedule and amounts that don't change, such as rent payments, loan payments, and depreciation.
Note: Invoices you create using a scheduled template are finalised when they're created. |
Reminder |
Creates a schedule to remind you to create transactions. These transactions aren't sent until you decide to create and send them. Once you get the reminder, you can find it on the Dashboard in Tasks. Select Action and then select View Reminders. |
You can select a reminder task then select Action to review, edit or create it. |
Use for transactions with a fixed schedule that need to be edited before they're created, such as utility bills.
Note: Invoices you create using a reminder template are first saved as draft invoices. You can finalise them once you've reviewed them.
|
Unscheduled |
Saved with partial or complete data and without a schedule. Nothing happens to this type of template until you choose to use it. |
- Go to Settings ⚙.
- Select Recurring transactions.
- Choose the template, then in the Action column ▼ dropdown menu select Use to use the template as a starting point for a new transaction.
|
Transactions with a lot of detail that you don't want to retype but aren't needed on any set schedule. One example is complicated invoices that need to go to different customers.
Note: Invoices you create using an unscheduled template will first be created as draft invoices. You can save them as drafts to finalise them once you've reviewed them.
|
Make any transaction a base template for a recurring transaction
Duplicate an existing template
Create templates more quickly by duplicating existing templates.
- Go to Settings ⚙.
- Select Recurring transactions.
- In the Action column, select Duplicate from the Edit ▼ dropdown menu. All settings except the title will be in the duplicate copy.
Edit a recurring template
You can edit recurring templates for any changes in invoices, expenses, and other tasks you do regularly.