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Reeder
Level 1

Recurring Invoices in QBO

Is there a way to create a recurring invoice template with a start date earlier than the date you are creating the template?

14 Comments
Jen_D
Moderator

Recurring Invoices in QBO

It's nice to have you here, @Reeder,

 

QuickBooks doesn't allow past start dates for recurring transactions. You need to select the most current create or future date on the template to successfully create it.

 

If you need to add prior invoices on your books, create them manually. Here's how:

 

  1. Go to the QuickBooks Gear icon, and select Invoice from the list.
  2. Input all the sales detail then select Save and close.

 

Once you entered all prior sales, you can now create the recurring transactions for upcoming invoices. Perform the steps below:

 

  1. From the Gear icon, pick Recurring Transactions.
  2. Tap the New button and select Invoice for the Transaction Type.
  3. Hit OK and enter all the recurring details.
  4. Press Save template when done.

To learn more about creating scheduled transactions, see this article: Schedule recurring transactions created with a template.

 

If you have other concerns or need further help with recurring transactions in QuickBooks, let me know by adding a comment below. I'll be right here to help whenever you need one. Have a wonderful day!

Reeder
Level 1

Recurring Invoices in QBO

Thank you Jen_D

I have now figured out how the recurring invoices can work for me in QBO. Since I'm coming over from Sage I am used to how their recurring invoices work and it is quite a bit different. In Sage you don't create a template, you just create an initial invoice and then "Store" it as a recurring invoice. Then the next month you just "Recall" that "Stored" invoice and use it as the next monthly invoice and make any small changes needed and then "Store" it as the next recurring invoice. So every month you are using the previous month's invoice as the template which was handy for me. For my business I have customers that are in contracts. So if I have a customer that's in a 12 month contract, on each invoice I would put a note for the customer, eg. "1st. Month of 12 Month" and then the next invoice would have a note "2nd. Month of 12 Month". It was an easy way to keep track of what month of the contract the customer was in. But now in QBO I have to pick the original invoice template that I made for their 1st. month of their contract and then figure out manually which month of the contract they are going into so that I can put a note on the invoice. Not sure if there is an easy way around this in QBO or not?

Ryan_M
QuickBooks Team

Recurring Invoices in QBO

Hi @Reeder,

 

In QuickBooks Online (QBO), recurring transactions are created as is.

 

You have the option to customize your recurring template to create the invoice in advance (say, 2 or 3 days), but not email them automatically. This way, you can review the generated invoice and enter the necessary info (nth month of 12 Month). You can enter this on the Message on invoice text box, and your customer will see that message on the invoice itself when they view the transaction.

 

Once you're okay with what you see on the generated invoice, you can proceed with sending it. You can refer to the screenshot below as to how you can edit your recurring template. 

 

More info on creating a recurring invoice is in this article: How to create a recurring invoice and manage recurring transactions. It also includes steps on how you can manage your recurring transactions.

 

Do you have other questions? Post them below, and I'll get back to you shortly. 

Reeder
Level 1

Recurring Invoices in QBO

Great, thanks Ryan M

 

I created a recurring invoice template and used the "Reminder" option for Nov.17th, but it did not send me any kind of reminder. Where would it show me a reminder?

Also, is it possible to "overwrite" recurring invoice templates? meaning that if I "USE" a template to generate an invoice and then I pick "Make Recurring" at the bottom of the screen, will it let me overwrite that template with my new invoice template?

AM2422
Level 1

Recurring Invoices in QBO

Thank you, for sharing the Recurring Invoice process in QBO.

 

I need you to share the process on the description. I want the description to change everymonth for example "Bookkeeping fees for the month of April 2020" should automatically change to "Bookkeeping fees for the month of May 2020" when the date of the invoice change.

 

Kindly revert on my query. Thank you!

 

Angelyn_T
QuickBooks Team

Recurring Invoices in QBO

Hello, @AM2422.

 

The recurring transaction allows us to create a schedule recurring entry without recording one every time we need to. If you wish to update the description for your invoices, you can change it manually after an invoice is created for a specific month. To do this, follow these steps:

 

  1. Open your QuickBooks Online account, then go to the Gear icon at the upper right corner of the page.
  2. Select Recurring transactions under Lists.
  3. Look for the recurring template, then tap on Edit under the Action column.
  4. Update the description, then save the template.

 

I also found these handy articles about managing recurring transactions in QuickBooks Online, you can consider reading the topics in here if you need additional references:

Besides, you can open this link and go to the Income and expenses section in case you need tips while working with QuickBooks or (invoices, sales receipts, receive payment, customers, vendors, clients) in the future.

 

Please know that I'm a few clicks away to help if you have any other questions. Just mention me in the comment section below. Keep safe!

Fiat Lux - ASIA
Level 15

Recurring Invoices in QBO

@AM2422 

You need a 3rd party app to do so.

 

Screen Shot 2020-05-08 at 12.44.47 PM.png

Buck Tsai
Level 2

Recurring Invoices in QBO

what 3rd party app is best and cheapest for this?

gearheadmedia
Level 1

Recurring Invoices in QBO

Wait, I can't even create recurring invoices on the Basic plan? This seems ridiculous.

Catherine_B
QuickBooks Team

Recurring Invoices in QBO

Hello gearheadmedia, 

 

The Recurring Transactions feature is only available in QuickBooks Online Essential, Plus, and Advanced plans. You'll want to check out this link for a comparison of our plans and check which plan suits best for your company: Choose the plan that's right for your business.

 

 You can upgrade to any of these plans to be able to use the recurring and other features. Let me show you how to upgrade: 

 

  1. Go to the Gear icon and click Account and settings.
  2. From the Billing and Subscription section, click Upgrade plan.
  3. Follow the onscreen instructions on how to upgrade.

Then, you can press F5 on your keyboard to refresh the page or sign out and sign back in to see changes in your account. 

 

Feel free to use these articles that will help you manage your account:

 

I'm just here for you so you can just mention me anytime if you need anything else. Take care!

gearheadmedia
Level 1

Recurring Invoices in QBO

So I have to pay $15/month extra to get a basic feature that's available in every other invoicing software? I think I'll be switching to Zoho Books.

Fiat Lux - ASIA
Level 15

Recurring Invoices in QBO

@gearheadmedia 

Where is your company located?

judyu
Level 1

Recurring Invoices in QBO

My recurring transactions did not post to my account.  What would cause this to occur?

MirriamM
Moderator

Recurring Invoices in QBO

Hello there, @judyu. I'm here to lend a hand. 

 

There are reasons why recurring transactions stop working in QuickBooks Online (QBO). To ensure it'll create, let's make sure that the template is set to Scheduled and has not reached its End Date.

 

In your case, to get this resolved, let's delete and recreate the template. Here's how:

  1. Click the Gear Icon at the top.
  2. Choose Recurring Transactions.
  3. Locate the template that stops from working.
  4. In the Action column, click Edit.
  5. Take note of the recurring invoice details. You'll need it when recreating the template.
  6. Return to the list of Recurring Templates window.
  7. Click New.
  8. Enter the invoice details.
  9. Click Save and Close.

Once done, let's delete the old recurring template by following the steps below:

  1. On the recurring templates list, locate the template.
  2. In the Action column, select the Edit drop-down.
  3. Select Delete.

You can refer to this article for more detailed information: How to handle a recurring transaction that did not run.

 

If you have any additional questions, I'm just a post away. Have a lovely day!