There are many QuickBooks features that you can use to automate your accounting tasks. If you need to invoice your customers on a regular basis, you should use one of the powerful features of QuickBooks i.e. Recurring invoice. This feature can give your customers all the details such as invoice due date, invoice amount, and the GST/HST (if applicable). This blog article will navigate you step-by-step and guide you on how recurring invoices can be created both in QuickBooks Desktop and in QuickBooks Online.
Recurring Invoice using QuickBooks Desktop
To create a recurring invoice in QB Desktop, you need to select the Customer from the menu at the top of the screen. Choose the option Create Invoices and then select the customer that has already been added from the list. Complete all required data fields that will remain the same on every invoice. If there are fields that need to be changed between invoices, leave them as blank and then you need to select the option of To be Emailed at the bottom of the screen.
Navigate further and click the Edit from the top menu bar and then select the option of Memorize Invoice. You then need to choose the name of your invoice and press the enter. You can further schedule your recurring invoice for a pre-defined interval. Click OK to save your memorized invoice.
Lastly, you need to select File from the menu bar at the top and then click Send Forms to email the invoices. This will display all saved recurring invoices. Select the invoice that you wish to email to your customer. Click Send Now to instruct QuickBooks to email your recurring invoices to the customers.
Recurring Invoice using QuickBooks Online
To create a recurring invoice in QB Online, open up the gear icon at the top right corner and then under Lists, choose the Recurring Transactions. To enter a new recurring transaction, Select New. If you want QBO to take over the invoicing task for your customer, choose the type of transaction i.e. Invoice from the drop-down menu. Enter all the relevant details under the recurring invoice.
Under the Payment Options, choose the types of payments you accept and then select Make Recurring.
Now you can customize the recurring invoice; all you need to do is to enter a template name, from the Type drop-down, choose Scheduled. All scheduled recurring invoices will be automatically created and then Save template.
Once the invoice is generated at a pre-defined interval, you may have the option to automatically send the invoice to your customer via email. QBO supports daily, weekly, monthly or yearly intervals. Please watch the video in the link below:
The whole purpose of creating this recurring invoice is to save time and to email the softcopy of the invoice to an intended customer so that you can follow-up on your invoices and ask your customers to expedite the payment process.
GTA Accounting has been using both versions of QuickBooks for the last many years and we can setup recurring invoices in your accounting model as per the requirement of your business. Please don’t feel any hesitation in reaching out to us for any query related to this article or for any other accounting and tax-related issues.
Sohail Afzal, CPA, CMA, MBA
Sohail Afzal, (CPA, CMA, MBA) is the founder & CEO of GTA Accounting Professional Corporation. He is a highly experienced Chartered Professional Accountant and businessman himself and understands the challenges that many businesses face when it comes to cash flow management. As an experienced business consultant & tax advisor, he is helping companies grow by providing the technical, financial, and contractual information necessary for strategic decision-making.