How to Automate Recurring Invoices in QuickBooks

There are many businesses that send invoices to their customers on a recurring basis-weekly, monthly, quarterly and/or annually. Very few, however, know how to automate recurring invoices in QuickBooks, which can save an enormous amount of time. With a little bit of upfront work and ongoing maintenance, you can send out recurring invoices with just a few clicks.

1. Create a Memorized Transaction Group

a. Go to Lists > Memorized Transaction List

b. Click on the Memorized Transaction button, and select New Group

c. Name the group, select Automatically Enter, How Often and Next Date. For instance, if you are setting up monthly invoices, name it Monthly Invoices, select Monthly, and the date the next set of monthly invoices should go out. If you are setting up annual invoices for the month of June, name it June Invoices, select Annually, and the date the next June invoices should go out

2. Memorize your recurring invoices

a. Open each invoice you want to automatically process on a recurring basis, make sure To be printed and/or To be e-mailed is checked

b. Go to Edit > Memorize Invoice, select With Transactions in Group, and select the group you created above

c. Make sure to close the invoice without recording it

3. Edit the memorized invoices for any changes that occur

a. Go to Lists > Memorized Transaction List

b. Double-click on the invoice you want to modify

c. Make your changes

d. Go to Edit > Memorize Invoice

e. Choose Replace in the popup box

f. Close the invoice without recording it

4. On or after the date the invoices are automatically entered, print out the invoices

a. Go to File > Print Forms > Invoices, click Select All and then OK

b. Go to File >Send Forms, click Select All and then Send Forms

Even better, if you use QuickBooks Merchant Services & Billing Solutions, you can completely automate your invoicing from generation to payment by selecting To be e-mailed or To be mailed through QuickBooks, and Allow online payment before memorizing the invoice.

Ruth Perryman, MBA, CMA, CFE, CFM

is a Certified Advanced QuickBooks ProAdvisor and an Intuit Solutions Provider.

She specializes in customizing QuickBooks Enterprise and POS. She can be reached at +1888 307 3506  x101 or ruth. 

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