Automate Invoicing & Collection in QuickBooks Online

Written by Carrie Kahn

We are often asked, “How do I automatically bill & COLLECT from my client for a monthly bookkeeping fee?” This new feature has now been added to QuickBooks Online. This can save a tremendous amount of time — and the best part is that you can get paid faster. Here are the steps to set up automatic recurring invoicing.

Recurring Billing

Start with a QuickBooks Payments account.

Next, activate the setting for Recurring Transactions:

When you are logged in to your QuickBooks Online account, click the Company/Gear icon and select Recurring Transactions.

Recurring Billing

Finally, create a TEMPLATE for each CLIENT. Use a SALES RECEIPT so the customer is invoiced and you are paid all in one step.

Recurring Transactions

Name your template — we recommend using the client’s name. Select “Sales Receipt” as the template type, and enter how many days in advance you want this transaction created. You will need Customer, Email address, and then select whether you want it to automatically send (we recommend this option).

Then you will need to select how often, along with a start and end date. Be sure to pick a START DATE at least one day in the future to get started.

Recurring Sales Receipt

Before you SAVE the template, enter the payment information to be used each month. You can select ACH or credit card. Keep in mind that the funding for ACH is a lot slower than for credit cards so plan accordingly.

Here is a sample of what the ACH screen requires you to supply:

Recurring Billing

Your other option is to swipe or key in a credit card. Click “Use this credit card in the future for this customer.”

After this template is SAVED it should auto-create your sales receipt. Double-check the date it should post in order to make sure everything was set up correctly. Go to Sales>Customers and scroll to that customer, and double-click to see the transactions.

Recurring Billing

There is one more step that you will need to complete, and that is the authorization form. You will need to print this form, have the client complete it, and keep it on file. If the client needs to change their payment method, have them complete an updated form.

Recurring Billing

SAVE TEMPLATE before you exit the screen.

On the day you request this sales receipt to be created, your client will receive a copy of the sales receipt and the credit card will be processed the same day.

Here is a copy of the email your client will receive:

Recurring Billing

Using this system allows you to automatically bill your clients using QuickBooks Online. Automatic billing is a more efficient way for you to invoice, collect, and streamline your billing process. Follow my easy instructions for set up and streamline your workflow.

About the author

Carrie Kahn

Complete Business Group helps small businesses purchase the RIGHT QuickBooks product at the lowest price and offers a team of experts to provide high level customer service so that they use QuickBooks® the way it was intended. With the many offerings from online to desktop we understand the benefits and limitations of each option to help you find the right solution. We have a team of certified ProAdvisors located all over the US ready to support you remotely or locally.

Carrie Kahn, CPA, the founder and CEO of Complete Business Group, has been helping small businesses purchase the RIGHT QuickBooks product at the best price and offers a team of experts to provide high level customer service so that they use QuickBooks®the way it was intended.

Carrie has been supporting and selling QuickBooks since Dos V1. She has been an Advanced Certified ProAdvisor since 2002. She joined the Intuit Reseller Program in 2008. In 2015 she launched the Complete Business Partner Program
mentoring ProAdvisors in selecting the best QuickBooks products for their clients at best pricing for their customers. She is very involved in the QuickBooks community providing extensive resources for ABBO Facebook group , Scaling New Heights, School of Bookkeeping, CPA Academy, Intuit’s Firm of the Future, and CBG Blog. Carrie is a lead QuickBooks Author for the Accountex blog. She was named Insightful Accountant’s Top 100 ProAdvisor every year since 2014 and was Insightful Accountant’s 2017 Social Media Resources ProAdvisor. She currently serves on the Intuit Reseller Program Council. CBG has been in the top 10 Intuit Premier Resellers (IRPs) since 2012 and currently is ranked #1 in the East. She is currently serving on the IRP Council. Carrie’s company, CBG was named Partner Program of the year for 2017.


Leave a Comment