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arothberg1
Level 1

Automate Sending of Existing Invoices

If I pre-created invoices is there a way to have QBO send them 15 days before they are due (e.g. assuming Net 15)?

18 Comments
ShiellaGraceA
QuickBooks Team

Automate Sending of Existing Invoices

Hello @arothberg1,

 

You can create a recurring invoice transaction so you can set up QuickBooks to automatically send emails. Let me walk you through the steps.

 

  1. Go to Gear, then Recurring transactions.
  2. Select New, then Invoice as your Transaction Type.
  3. Click OK. Enter your Invoice details and choose the Interval Start and End date.
  4. Hit Save template.

With these steps, there's no need for you to pre-create an invoice. Here are some articles to learn more about recurring transactions:

 

We also have a guide on managing customers and income that I'm sure you'll find helpful.

 

Reach out to me anytime if you have additional questions or concerns. I'd be glad to lend a hand. Thanks for coming in to Community today and more success to your business.

arothberg1
Level 1

Automate Sending of Existing Invoices

The reason I am pre-creating invoices is that the customer is on a payment plan (as opposed to a subscription). I pre-create invoices with the date set when services were provided and then due dates set every month for a period of time. This way when I run various reports (we use Accrual Accounting) , we do see revenue booked as of the service date (same date on invoice). Will this work if I use the Recurring transactions (ie I will see the revenue shown in advance of when the invoices are sent)?

Catherine_B
QuickBooks Team

Automate Sending of Existing Invoices

Hello there, arothberg1.

 

If you create the invoice regularly with the same amount and terms, yes it works for sending them automatically based on the days in advance you set. Once the invoice has been created by the system, it'll reflect on your reports. 

 

The type of invoice template you might want to use is the Schedule which has a fixed schedule and amounts don't change. It 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.

 

I'll be attaching the articles again for your reference in setting it up:

I'll be here if you need anything else. Just let me know by leaving a reply below. You take care always and have a good one!

arothberg1
Level 1

Automate Sending of Existing Invoices

My question is will the the invoice be reflected in my reports before it is created (ie will the "pending" invoice be included in calculations) assuming the date on the invoice  that will be created is set to the past?

katherinejoyceO
QuickBooks Team

Automate Sending of Existing Invoices

Thanks for actively responding, @arothberg1. Yes, it will since you're using an accrual method as you've stated in your previous post. Let me add a little more insights about how invoices affect your reporting for an accrual basis. 

 

An invoice is a posting transaction. Hence, regardless of what date you've entered when you create the invoice, it will be included in the calculations using the accrual method.

 

Furthermore, recurring invoice templates are yet to be sent. Thus, it won't be included in the calculations or appear on your report until you or the system sends them to its respective customers. 

 

Always remember that on the Accrual basis, the asset accounts receivable will be recorded when the revenues are earned even the cash isn't received. While Cash basis accounting only reports on the income statement when the cash is received. 

 

For additional insights, refer to this article: Cash vs. accrual accounting methods in reports. It helps you learn more about the difference between these two accounting methods when it comes to reporting your income and expenses.

 

For future reference, check out this article: Create recurring transactions in QuickBooks Online. It helps you learn how to create recurring template from scratch.

 

Let me know if there's anything else that I can help with. I'm always here to assist. Stay safe. 

arothberg1
Level 1

Automate Sending of Existing Invoices

Right, but my question is when I am using a Recurring transactions that creates Invoices at some point in the the future, will those yet to be created invoices be included in reports created now if the date on those invoices will be in the past?

AlexV
QuickBooks Team

Automate Sending of Existing Invoices

Good day, arothberg1.

 

I'm here to share details about running reports in QuickBooks Online.

 

Even if you'll record invoices with previous dates, it'll still show in your reports. We just need to make sure that we set the correct reporting dates.

 

However, only the "created invoice" will be included in the reports. All invoices that are not yet recorded will not be included regardless if you have them on your list of recurring transactions. The recurring transactions are just templates and they won't affect your books.

 

I have links here if you need a reference about reporting:

I'll be here if you need anything else. Have a great day!

arothberg1
Level 1

Automate Sending of Existing Invoices

Right so going back to my original question, I have customer(s) on payment plans where I have a sequence of invoices spaced out but whose dates are all the same (the date of services) so that reports (using accrual accounting) show revenue booked but accounts receivable at due dates in future. I want to automate sending the invoices in the future. It sounds like recurring transactions won't work as then revenue won't be accounted for until those invoices are actually created.

Catherine_B
QuickBooks Team

Automate Sending of Existing Invoices

Hi there, arothberg1. 

 

When you create a recurring transaction, it won't be included in you report, until the system automatically creates on the scheduled date and time you set. that's the time. That's is the time it'll reflect on the reports. Also, you add the Automatically send emails under the Options of a Scheduled type of recurring invoice. You can refer to the screenshot below for your reference. 

 

 

The Community is here if there's anything else you need help with. Keep safe!

arothberg1
Level 1

Automate Sending of Existing Invoices

So this all makes sense if I want to automate the creation and sending of the invoices in the future. The downsides are that any business reports run won't reflect revenue from those invoices (even though services are in fact complete). The reason I am pre-creating the invoices is that I do want to include that revenue in reports. Is there any way to get the ability to automate just the sending of the existing, not-yet-sent, invoices?

Rasa-LilaM
QuickBooks Team

Automate Sending of Existing Invoices

Welcome back to the Community, @arothberg1.


The ability to automatically send existing invoices is unavailable at this time. I suggest you manually send them.


Our goal is to ensure that the program remains user-friendly and caters to the needs of each business. Ideas like this can help us identify which area of the product we need to improve on. I’ll send feedback about the automatic sending of existing invoices for consideration in future enhancements.


I don’t want to leave you empty-handed, so let me share this guide containing links to our self-help articles: Get Started.


Reach out to me if you need further assistance while working in QBO. I’ll jump right back in to help and make sure you’re taken care of. Enjoy the rest of the day.

arothberg1
Level 1

Automate Sending of Existing Invoices

Great, thanks for filing the feature request!

 

And do let me know if there is some other way in QBO of getting what I want: namely seeing revenue for services rendered in the past shown in my reports, while at the same deferring when I send the actual invoices to clients.

CG_TTC22
Level 2

Automate Sending of Existing Invoices

@arothberg1 

 

Thank you for seeing your question through to the end answer. I had the same question for my nonprofit clients trying to use QBO for pledged income. We also want to see pre-created invoices on our reports to know what income we can expect to see in the future. It will be nice to have an automation feature to send those out for us when it comes time to do so. 

Precision Global Marketing
Level 1

Automate Sending of Existing Invoices

Hello,

 

Is there a certain time and hour of the day/night that these recurring invoices are being automatically sent to customers? I have been wondering about this for quite a while as I noticed that each of the invoices have been sent on different hours throughout the day & night. Is there a particular reason for this? Why not sending them all at a standard time or right sharp at 12 am?

 

Thanks!

RCV
QuickBooks Team
QuickBooks Team

Automate Sending of Existing Invoices

Providing the best experience with the product is what we aim for, Precision Global Marketing.

 

When creating recurring transactions, there's no specific time frame on what hours of the day/night it will be sent to your customers. One thing for sure, it will be sent based on the schedule you set up for that recurring transaction in QuickBooks Online (QBO). However, if you'll want to send it at a certain time, then we can manually send the invoice to your client.

 

Feel free to visit these blogs for any upcoming QuickBooks updates and enhancements:

Please check out our Manage Customers and income page for more insights about managing your company's income and customers. 

 

I'll be right here to continue helping if you have any other concerns or questions about QuickBooks. Assistance is just a post away. Have a great day ahead. 

ken in Tampa
Level 1

Automate Sending of Existing Invoices

How about a save and send later button, like there is a button to save and print later in other parts of the app.

Then choose the date and time to send.

JustinRSD
Level 3

Automate Sending of Existing Invoices

@arothberg1 I realize this thread is somewhat old, but I wanted to chime in on it since I don't think the answers really helped get what you need.

 

If you're Accrual and are doing payment plans for your customers, it's best to think of it as two independent business activities, unrelated to each other.  Conceptually, you should be invoicing your customer in full when the service is performed.  Then, pay that invoice from a new 'Customer Credit Extended' asset account (or whatever you want to call it).  Then, create a recurring invoice, sent to your customer monthly, that pays down the 'Customer Credit Extended' account balance that they owe.

 

If you're doing business this way, you're not just a provider of your product - you are also a bank that is financing the purchase.  That's fine, but they are two different business lines and should be treated as such.  It will make your books match reality AND automates it all as well.  GL.

 

I'd be curious to hear from you if that explanation makes sense

 

 

arothberg1
Level 1

Automate Sending of Existing Invoices

That all makes sense. Will I end up double counting firm revenue, though? Where it is counted once for the initial service and again as the customer makes installment payments?