Automate Invoicing & Collection in QuickBooks Online

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.


This article originally appeared at Accountex Report.