How to Set Up Recurring Invoices in Quickbooks Desktop


How to Set Up Recurring Invoices in QuickBooks Desktop

Setting up recurring invoices in QuickBooks Desktop can save you time and effort by automating the process of invoicing your customers on a regular basis. Whether you have monthly subscriptions or recurring services, here’s a step-by-step guide on how to set up recurring invoices in QuickBooks Desktop.

Step 1: Open QuickBooks Desktop and navigate to the Customers menu. From there, select Create Invoices.

Step 2: Create a new invoice by filling in the necessary information such as the customer name, invoice date, and terms.

Step 3: Enter the products or services you are billing for in the invoice details section. Make sure to include the quantity, rate, and amount for each item.

Step 4: Once you have completed the invoice, click on the Memorize button at the top of the screen.

Step 5: In the Memorize Invoice window, enter a name for the recurring invoice template. This name should reflect the type of service or product being invoiced.

Step 6: Choose how often you want the invoice to be created from the “How Often” drop-down menu. Options include daily, weekly, monthly, yearly, and custom intervals.

Step 7: Specify the next date you want the invoice to be created in the “Next Date” field. This will be the starting point for the recurring invoices.

Step 8: If you want to set an end date for the recurring invoices, you can do so by selecting the “End” option and entering the desired end date.

Step 9: Select the appropriate options under the “Remind Me” section if you want to be notified about the recurring invoices before they are created.

Step 10: Click on the “OK” button to save the recurring invoice template.

Now that you have set up your recurring invoice template, QuickBooks Desktop will automatically generate the invoices based on the frequency and start date you specified. The recurring invoices will appear in the “Create Invoices” window on the scheduled dates.

Common Questions and Answers:

1. Can I modify a recurring invoice template?

Yes, you can modify a recurring invoice template by going to the Customers menu and selecting Create Invoices. Locate the recurring invoice template and make the necessary changes. Click on Memorize and choose Replace to update the template.

2. How do I stop a recurring invoice?

To stop a recurring invoice, go to the Customers menu and select Create Invoices. Find the recurring invoice template and click on Memorize. In the Memorize Invoice window, select Delete.

3. Can I set different payment terms for recurring invoices?

Yes, you can set different payment terms for recurring invoices. When creating the recurring invoice template, enter the desired payment terms in the invoice details section.

4. Can I include a discount or apply a credit to recurring invoices?

Yes, you can include a discount or apply a credit to recurring invoices. Simply enter the discount amount or select the appropriate credit in the invoice details section of the recurring invoice template.

5. Can I set up recurring invoices for multiple customers at once?

No, QuickBooks Desktop does not have a built-in feature to set up recurring invoices for multiple customers simultaneously. You will need to create individual recurring invoice templates for each customer.

6. Can I review the recurring invoices before they are created?

Yes, if you selected the “Remind Me” option when setting up the recurring invoice template, QuickBooks Desktop will notify you before the invoices are created. You can review and make any necessary changes before the invoices are generated.

7. Can I set up recurring invoices for specific days of the month?

Yes, you can set up recurring invoices for specific days of the month by choosing the custom interval option when creating the recurring invoice template. Then, specify the desired days of the month for the invoices to be created.

8. Can I set up recurring invoices for different amounts each time?

No, recurring invoices in QuickBooks Desktop are designed to be consistent in terms of the products or services being billed and the amounts charged. If you need to invoice different amounts each time, you will need to create separate recurring invoice templates.

9. Can I set up recurring invoices for different customers on different frequencies?

Yes, you can set up recurring invoices for different customers on different frequencies by creating separate recurring invoice templates for each customer.

10. Can I set up recurring invoices to be emailed automatically?

Yes, you can set up recurring invoices to be emailed automatically by selecting the “Email Later” option when creating the recurring invoice template. QuickBooks Desktop will generate the invoices and save them as drafts in your email client. You can then review and send them manually.

11. Can I change the email message for recurring invoices?

Yes, you can change the email message for recurring invoices by going to the Edit menu, selecting Preferences, and choosing Send Forms. From there, you can customize the email message template for recurring invoices.

Setting up recurring invoices in QuickBooks Desktop can streamline your invoicing process and save you time. By following these steps and understanding the answers to common questions, you’ll be able to efficiently manage your recurring invoices and ensure timely payments from your customers.

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