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Create recurring transactions in QuickBooks Online

Learn how to create templates for recurring transactions in QuickBooks.

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. In this article, we'll show you how to set up and make the most of recurring templates.

Create a recurring template from scratch

When you need a new template, you'll have to start from scratch:

  1. Go to Settings ⚙.
  2. Under Lists, select Recurring Transactions.
  3. Select New.
  4. Select the type of transaction to create, and then select OK.
  5. Enter a Template name.
  6. Choose a Type: Scheduled, Unscheduled, or Reminder.
    Type What it does
    Scheduled
    • Creates a series of transactions according to the schedule you set. If you choose for them to be sent via email once created, they will be sent automatically.
    • How you control it: You can choose whether or not to be notified when the transactions occur. In either case, they are recorded without any intervention from you.
    • This type is useful for: Transactions with a fixed schedule and amounts that don't change, such as rent payments, loan payments, and depreciation.
    Reminder
      • Proposes a series of transactions according to the schedule you set. The transactions are not sent until you decide to create and send them. These reminders can be found from the top homepage in the Tasks section. Select View reminders.
      • Action column ▼
      • By selecting each Task as listed above, you will be able to decide which ones to create. Additionally, you can review and edit them.

    • This type is useful for: Transactions with a fixed schedule that need to be edited before they are created, such as utility bills.
    Unscheduled
      • Saved with partial or complete data and without a schedule. Nothing happens to this type of template until you choose to use it.
      • How you control it:
        1. Go to Settings ⚙.
        2. Under Lists, select Recurring Transactions.
        3. Under the Action column ▼, select Use to use the template as a starting point for a new transaction.

    • This type is useful for: Transactions that contain a lot of detail that you don't want to retype but that aren't needed on any set schedule. One example is complicated invoices that need to go to different customers.

  • If you're creating a Scheduled or Reminder type of recurring template:
  • If you're creating an Invoice template, specify that it should include unbilled charges and automatically send emails.
  • If you're using Merchant Services, determine if your customer can pay you online by selecting/clearing the checkboxes for Credit Card and Bank Transfer in the Online Payment section.

Make any transaction a base template for a recurring transaction

To make any transaction a base template for a recurring transaction, start from an existing transaction and create a template by selecting Make Recurring (or Enable Recurring Payments).

Edit an existing recurring template

Here's how to edit an existing recurring template:

  1. Select Settings ⚙️.
  2. Under Lists, select Recurring Transactions.
  3. Select the appropriate template, then select the Action column ▼ drop-down menu and choose Use.
  4. Once the transaction is open, make any needed changes, then select Make Recurring.

Duplicate an existing template

Create templates more quickly by duplicating existing templates.

  1. Go to Settings ⚙.
  2. Under Lists, select Recurring Transactions.
  3. Select the appropriate template, then select the Action column ▼ drop-down menu and choose Duplicate. All settings except the title will be inherited by the duplicate copy.

Additional resources

Creating or editing templates:

Troubleshooting:

Now you know how to create templates for recurring transactions.

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