Friday, January 20, 2017

All About Scheduling the Recurring Invoices in QuickBooks

If you need to send out the invoices on a regular basis, then QuickBooks makes it easier to set them up automatically. You just need to schedule recurring invoices.
For example, if you have two customers, and you provide breakfast pastries for their offices every Saturday. Then, it’s always the same order, on the same day. You want to email an invoice to your customers automatically every Monday for $100.

For Creating a Recurring Invoice :-
You have to select Gear, then Recurring Transactions, and then click on New. After that, for Transaction Type, select 'Invoice' and then click on OK. Then, for Type, select  'Scheduled' and then select  'Automatically send emails'.
Now, complete the rest of the form and then click on Save template and repeat the above steps for each customer that you’d like to create a recurring invoice for.

Automatically CC Yourself :-
As a sanity check, you need to set QuickBooks to automatically email you a copy of all the sent invoices. For that, you have to select Gear and then click on Company Settings. And then, select Sales, Messages, and then click on 'Email me a copy'.

To Confirm the Invoices were Created :-
Okay, now if it’s Monday. Then, last Friday’s pastries were delivered and consumed by them as well. Now, how do you confirm the invoices were created? For that, here are the few ways to check.
     When you check your inbox by yourself, and you should have received a copy of every invoice that was sent.

     View an automatic transactions report which is grouped by customer. For that, go to the left nav. Bar, select Reports, and click on the 'Go to report' field and then select Recent Automatic Transactions.

Now, select Customize, click on Rows/Columns which is in the left column. Then, for Group By, choose Customer and click on 'Run Report'. The report will show two invoices for your respective customers.

To save the report for future use, then click on 'Save Customizations'. You can also print it, email, and export the report to the Excel.

To view the customer page and invoice :-
First of all, select Customers from the left nav. bar. And then click on the customer with the recurring invoice. Then, you will see Open (Sent) in the Status column. Now, click on the invoice and you’ll see a Last Delivery timestamp.
Notes :-
     If you don’t see that option, then you need to select 'Form Delivery' and then select 'Copy me' on all forms sent by email.
     Recurring transactions feature is available in QuickBooks Essentials and QuickBooks Plus only.
     If you want to try recurring transactions by using sample data, then you can check out the QuickBooks test drive.

Hopefully, now you can easily tackle tasks related to scheduling of recurring invoices in QuickBooks.
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