How to Set Up Recurring Invoices in QuickBooks Online?

Set Up Recurring Invoices in QuickBooks Online

Creating recurring invoices can be very beneficial for businesses. When you prepare an invoice for the same client with the same amount, you would want this workflow to happen automatically to avoid the manual process. This is where incurring invoices come into play. All you are required to do is set the invoice for automation and QuickBooks will send your invoices to the considered customer on a routine basis. This not only makes your invoice workflow easy but saves time and prevents invoice errors. Let’s get into more details and learn how to set up recurring invoices in QuickBooks Online.

In this detailed guide, we will demonstrate the basic concept of recurring invoices in QuickBooks Online. Along with this, you will read how to set up recurring invoices in QuickBooks Online from the existing invoice and scratch.

What are Recurring Invoices in QuickBooks Online?

Many businesses often send the same invoice to the client frequently for the service they receive every month or so. For instance, a business receives a service from a particular client whose payment is being sent every month for $100. Now, creating and sending an invoice of $100 manually every month would be a time-consuming workflow. Moreover, the probability of human errors is high when you enter the customer details.

Therefore, QuickBooks provides recurring invoices features for a user like you. QuickBooks Online enables its users to set an invoice on a recurring basis which means you just need to set up the invoice with the relevant details of a customer and then schedule it for a particular date. Doing so, you don’t need to create and send the invoice every month as QuickBooks will do it on your behalf. However, we would still want you to check the workflow frequently so that no technical errors can harm your workflow. Now, let’s find how to set up recurring invoices in QuickBooks Online.

How Do I Set Up Recurring Invoices in QuickBooks Online?

To set up the recurring invoices, you can opt for two ways; create the invoice from the existing invoice or start from scratch. In the following discussion, we will share both ways with step-by-step instructions. Let’s read ahead!

Set Up Recurring Invoices in QuickBooks Online from the Existing Invoice

If you are already having an invoice created for a customer in your QuickBooks account then you can use the same invoice to make recurring transactions. You can continue following these steps for the same concern:

  • Visit the “QuickBooks Online” account and log in with the correct credentials.
  • Now, on the “QuickBooks Dashboard”, hover the mouse over the “Sales” tab located on the left.
  • Then, select the “Invoices” option.
  • Here, you will see a list of invoices from which you can select the one you want to use for the recurring transaction.
  • Once you choose the invoice, click on the down arrow next to that invoice (from the “Action” column).
  • Now, you can select the “Edit” button from the drop-down menu.
  • When the invoice opens, you can click on the “Make recurring” option located at the bottom.
  • In the new screen, you will see a template for “Recurring Invoice”. It already has all the information on the invoice you selected earlier. At this moment, you are required to enter the details in the additional fields and update the template with correct information. The “Recurring Invoice” template has the following information you are supposed to fill in:
    • Template Name: You can enter the name for your invoice template. Please note that recurring invoices should have a unique name.
      • Type: In this field, you will have three options:
      • Scheduled: It prepares your invoice on an interval mentioned by you.
      • Unscheduled: It saves your recurring invoices as templates however, will not schedule the invoice creation.
      • Reminder: With this option, you can set reminders to send invoices. The reminder will display on the “Dashboard”.
    • Create___days in advance: Here you can add the number of days so that QuickBooks Online can create and send the recurring invoice automatically before you use or send them.
    • Customer: Users can use the invoice for a customer so that the recurring invoice can be created for another customer. For this, you can select a different customer using the drop-down menu. Please note that the billing details will be automatically updated; however, other details on your invoice will be the same.
    • Email: In this field, you can add or change the email address for your recurring invoice. Make sure you separate each email address by a comma if you are adding multiple email addresses. If you wish to add some in CC or BCC for the invoice then you can select the link shown below on the “Email” field and enter the email addresses of that person.
    • Options: Here, you will find three options:
      • Automatically Send Emails: This option should be selected if you wish to send invoices via email automatically on a date you specified. The date can be selected in the “Interval” section. But if you are required to edit the invoice before sending it then you may leave this box unchecked.
      • Print Later: When you plan to print all the invoices later in bulk, choose this option.
      • Include Unbilled Charges: As you choose this option, QuickBooks automatically pulls the unbilled charges on the invoice every time you create a recurring invoice. This feature also allows to capture and prepare the billable expenses for the customer. This should be noted that if you are using this feature then uncheck the “Automatically Send Emails” option if selected. Doing so will review the recurring invoices before sending them.
    • Interval: In this section, you can set the frequency of recurring invoice creation. Invoices can be created Daily, Weekly, Monthly, or Yearly. By selecting the interval, you can add the number of days, weeks, months, or years to generate the recurring invoices.
    • Start Date: Select the date on which you want your transaction sequence to proceed. If you wish to start right away then you can enter the current date otherwise choose the date for the future. However, it is recommended to set the start date that is a few days before you need the invoice to be generated.
    • End: This field determines that how long you will be using the recurring invoice:
      • None: By selecting this option, the recurring invoice will be generated automatically depending on the schedule you have set. The schedule will remain the same until you edit yourself in the invoice template.
      • By: To set the date for your invoice to end, you can choose “By” and after that add the end date.
      • After: To create the recurring invoice a certain number of times then choose the “After” and add the numbers(Change an Invoice Number in QuickBooks).
    • Once you are done completing the invoice template, review the details for accuracy and then hit the “Save Template” button located at the bottom right.

Set Up Recurring Invoices in QuickBooks Online from Scratch

There can be scenarios when you don’t have any invoice created on your account that can be used for recurring transactions. Thus, creating the recurring invoice from scratch is the ideal choice you can make. Let’s know how to set up recurring invoices in QuickBooks Online in the following steps:

  • Navigate to the “Gear” icon located on the top right. This will open the “Settings” in QuickBooks Online.
  • Then, select the “Recurring Transactions” option from the “Lists” section.
  • In the next screen, you will see a list of transactions. It includes invoices, bills, journal entries, etc. You can click on the “Filter” button to view the type of transactions you want to use such as bills or invoices and unscheduled, scheduled, or reminders.
  • Now, click on the “New” button located on the top right to create a fresh recurring transaction.
  • Choose the invoice as a “Transaction Type” using the drop-down menu.
  • After this, click on the “OK” button.
  • When you see the “Recurring Invoice Template”, you can enter the details we discussed above. It includes Description, Rate, Terms, Amount, Product/Service, Tax, and others.
  • After completing the template, you can select the “Save Template” button located at the bottom right.

As you save all the necessary details on the recurring invoice template, you can sit back and watch your invoices being sent to the customers automatically by QuickBooks Online. Remember that even after automating this recurring invoice workflow, you should check the screen regularly so that if you see any error, it can be repaired on time.

What to Do After Creating the Recurring Invoices in QuickBooks Online?

Once you schedule the recurring invoice, the emails will be set to automation. However, you still have to check the Recurring Transactions window. This way you can make sure that all your recurring invoices are being sent as per the schedule.

  • The “Previous Date” section displays when the invoice was generated.
  • The “Next Date” file shows when your next invoice is going to be created.

But remember if you have not selected an option to send the invoices automatically or you wish to edit the invoice template manually then you have to do some work.

  • Go to the “Edit” button on the “Recurring Transactions” page.
  • Use the arrows to select the options such as pause, duplicate, delete recurring transactions, skip next date, etc.

When you wish to finally use your recurring invoice template, you can click on the Use button. As the invoice opens, you can edit and send it to the customer.

Final Words!

Creating a recurring invoice helps you in certain ways. For instance, QuickBooks Online sends the same purchase on a regular schedule and by a specific date on a routine. The guide has already shared how to set up recurring invoices in QuickBooks Online from the existing invoice or from scratch. We hope you find this information useful.

Do you want to make changes to the invoice template? Learn here how to edit QuickBooks Online recurring invoices?

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