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How to schedule recurring invoices

November 6, 20141 min read

Need to send out invoices on a regular basis? QuickBooks makes it easy to set them up automatically. Just schedule recurring invoices!

Let’s say you have two customers, and you provide breakfast pastries for their offices every Friday. It’s always the same order, on the same day. You want to automatically email your customers an invoice every Monday for $200.

Create a recurring invoice

As a sanity check, set QuickBooks to automatically email you a copy of all sent invoices: Select Gear > Recurring Transactions > New.
For Transaction Type, select Invoice and then click OK.
For Type, select (1) Scheduled.
Select (2) Automatically send emails.
Complete the rest of the form and then click (3) Save template.

Your Recurring Transactions list now looks like this:

Automatically cc yourself

Select Gear > Company Settings.
Select Sales > Messages > Email me a copy1.

Confirm the invoices were created

Okay, now it’s Monday. Last Friday’s pastries were delivered and ravenously consumed. How do you confirm the invoices were created? Here are a few ways.

Check your inbox

If you automatically cc’ed yourself, you should have received a copy of every invoice that was sent.

View an automatic transactions report grouped by customer

From the left navbar, select Reports.
Click the Go to report field and select (4) Recent Automatic Transactions.

Click Customise.
Click Rows/Columns in the left column.
For Group By, choose Customer.
Click Run Report. The report shows two invoices for Brian Tublin and two for Claudine Co.

To save the report for future use, click Save Customisations.
You can also print, email, and export the report to Excel.

View the customer page and invoice

Select Customers from the left navbar.
Click the customer with the recurring invoice. You’ll see (5) Open (Sent) in the Status column.
Click the invoice. You’ll see a (6) Last Delivery timestamp.

Click the invoice. You’ll see a (6) Last Delivery timestamp.

Notes

If you don’t see this option, select Form Delivery > Copy me on all forms sent by email.
Recurring transactions are available in QuickBooks Essentials and Plus only.

Have a question or want to chat about invoicing in QuickBooks Online? Connect with us here or join the conversation on Twitter @QuickBooksAU.

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