How to Schedule Recurring Invoices in QuickBooks Online?

Distinguished as one of the widely used and highly recommended software for managing the accounts and finances of your business, […]

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Distinguished as one of the widely used and highly recommended software for managing the accounts and finances of your business, QuickBooks is a popular name known to many. With selective features and actions thoughtfully curetted for the software, you have very less to worry about while using QuickBooks for your business.

One of such very vital and useful features found in QuickBooks Online is that of recurring invoices. When you start using the recurring invoices feature in QuickBooks Online only then it would make sense to you how important that feature can stand out for your business.

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In this article, you will be taken through the steps that are involved in scheduling recurring invoices in QuickBooks Online. Go through them properly and implement the same for your business to effectively manage your frequent invoices.

How to Schedule Recurring Invoices in QuickBooks Online?

Here are the steps to schedule recurring invoices in QuickBooks Online:

Steps to Create a Recurring Invoice from the Scratch

To create a recurring invoice from scratch, the following steps would be of great aid to you.

Step 1: Go to QuickBooks Online locate the Gear-shaped icon and click on it.

Step 2: Choose Recurring Transactions and tap on New.

Step 3: To choose the type of transaction, hit on Invoice and press OK.

Step 4: Choose Scheduled for Type.

Step 5: Next, make a selection for automatically sending email.

Step 6: Continue and finish the remaining sections on the form followed by clicking on Save template.

Now for every customer for whom you wish to have recurring invoices raised, repeat the same steps mentioned above.

As part of the recommended steps to follow once you have created recurring invoices in QuickBooks Online, you must automatically CC yourself for every copy of the email that is going out to the customer.

To set yourself as the CC for every invoice mail that goes out, you need to,

  • Choose Gear and tap on Company Settings
  • Press on Sales followed by Messages and select Email me a copy1

Steps to Schedule Recurring Invoices in QuickBooks Online

Apart from the above method of creating recurring schedules, there’s also another way to do the same. You can also create recurring invoices with the help of an existing invoice. This method would apply only if you have previously created an invoice for your customer in QuickBooks Online. Only then you can repurpose the same invoice that was created earlier to schedule a fresh one.

To apply this method, you have to take care and incorporate the steps mentioned below:

Step 1: Go to the dashboard and take your cursor over Sales which you will locate on the left-hand side.

Step 2: Tap on Invoices.

Step 3: Find and identify the respective invoice that you wish to use for creating/scheduling the recurring transaction. Under the Actions column, tap the down arrow.

In the Actions column, you would find beside to invoice that you have considered for using.

Step 4: Choose View/Edit.

Step 5: Once clicked on View, the invoice that you have selected will automatically open.

Step 6: Make a selection of Make recurring which you would be able to locate at the bottom of the screen.

Step 7: A new screen will appear and the same can be considered as your QuickBooks Recurring Invoice template.

You will start noticing that the invoice that you selected has been copied onto the screen you are currently viewing. However, this would have extra fields that you would need to update to create the respective template.

These Fields would Include:

  • Template name
  • Type
  • No. of days in advance
  • Customer
  • Options
  • Frequency
  • Start Date
  • End Date

Guess setting up the recurring invoices in QuickBooks Online looks to be much easier now. Well, it is a quite simple process and hence should be a cakewalk for you to schedule recurring invoices henceforth.

However, if you feel you still have concerns regarding the scheduling of recurring invoices in QuickBooks Online that this article could not justifiably answer, reach out to the team who awaits you to assist you effectively.

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+1-800-596-0806 or chat with experts.

Why Should I Use the Recurring Invoices Feature in QuickBooks Online?

One of the best features you can come across in QuickBooks Online is that of recurring invoices. It would help you to leverage the software justifiably, thereby streamlining the entire procedure you follow for invoicing. It would save time and also certify the correct cyclic order of invoicing for each customer without any lapse.

I almost need Everyday Invoices for my Business. Do I have to Monitor the Recurring Invoices in QuickBooks Online?

To be honest, the fundamental usage of the recurring invoices feature in QuickBooks Online is to simply set it and forget it. However, at the same time, it becomes important for you to have a consistent review of the Recurring Transactions screen in QuickBooks Online.

This would help you to eradicate any error that is likely to happen amidst the automated process and therefore save time and additional effort to control damage later.

Can I view a Report of Automated Transactions Which are Grouped as Per Each Customer?

Yes. There is a way to view a report of automated transactions which are grouped as per each customer in QuickBooks Online.

Steps-below would help you to incorporate the same:

Under the navigation bar located on the left, choose Reports
Tap on Go to the report field and choose Recent Automatic Transactions
Select Customize
In the left column, tap on Rows/Columns
For choosing Group By, select Customer
Make a selection of Run Report in the next step
Click Save Customizations to save the report to view/use in the future

If you wish to email/print/export to Excel, you can do that as well

What are the Different Types of Setting up Recurring Invoices in QuickBooks Online?

There are different types of setting up recurring invoices in QuickBooks Online, which can be primarily segmented into Scheduled, Reminder, and Unscheduled.

Scheduled: These are scheduled recurring invoices which can be set up at regular intervals as specified.

Reminder: You can set reminders for recurring invoices and they will appear on the dashboard.

Unscheduled: When you save an invoice as a template but is not scheduled as a recurring invoice yet, it comes under this category.

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