You can create a recurring template for just about every type of transaction, such as invoices or checks/cheques.

Note: This feature is only available in QuickBooks Online Essentials and Plus.

The only types of transactions you can't create recurring templates for are:

  • Bill payments
  • Customer payments
  • Time activities

Create a recurring template using one of the following methods

  • Create a recurring template from scratch
    1. Select the Gear icon at the top, then Recurring Transactions.
    2. Select New.
    3. Select the type of transaction to create, and then select OK.
    4. Enter a Template name.
    5. Choose a Type. See more detailed information on the types of recurring templates.
    6. If you're creating a Scheduled or Reminder type of recurring template, complete the following:
      1. Select the interval for the recurring transaction.
      2. Select date to start template and when to end.
    7. If you're creating an invoice template, you can specify that it should include unbilled charges and automatically send emails.
    8. If you're using Merchant Services, you can also select whether your customer can pay you online by selecting/deselecting the check boxes for Credit Card and Bank Transfer under the Online Payment section
    9. Fill out the rest of the transaction as usual.
      • All fields must be entered for Scheduled templates. For example, if an item has a rate of $0, enter 0 - if left blank, the line will not save. 
      • It is not necessary to fill in every field for Reminder or Unscheduled templates. Enter just the data to be repeated in each occurrence. You'll be able to edit each occurrence before it's actually created.
    10. Select Save Template.
  • Start from an existing transaction and create a template from it by selecting Make Recurring (or Enable Recurring Payments) at the bottom of the transaction.
  • Use an existing Recurring Transaction to create a new one
    1. Select the Gear icon at the top, then Recurring Transactions.
    2. Select the appropriate template, then in the Action column, select the drop-down arrow and choose Use.
    3. Once the transaction is open, make any needed changes, then select Make Recurring.
  • Duplicate an existing recurring transaction
    1. Select the Gear icon at the top, then Recurring Transactions.
    2. Select the appropriate template, then in the Action column, select the drop-down arrow and choose Duplicate.
    3. All settings except the title will be inherited by the duplicate copy.

Types of recurring templates

 Type What it does 
Scheduled
  • Creates a series of transactions according to a schedule you set. If you choose for them to be sent via email once created they will be sent automatically.
  • How you control it: You can choose whether or not to be notified when the transactions occur. In either case, they are recorded without any intervention from you.
  • This type is useful for: Transactions with a fixed schedule and amounts that don't change, such as rent payments, loan payments, and depreciation.
Reminder
  • Proposes a series of transactions according to a schedule you set. The transactions are not sent until you decide to create and send them. These reminders can be found under the top Home page in the Tasks section. Select View reminders.
  • How you control it: By clicking on each Task as listed above you will be able to decide which ones to create, and you can review and edit them first. 
  • This type is useful for: Transactions with a fixed schedule that need to be edited before they are created, such as utility bills.
Unscheduled
  • Is simply saved with partial or complete data and without a schedule. Nothing happens to this type of template until you choose to use it.
  • How you control it: Select the Gear icon at the top, then Recurring Transactions. You can then select a template and select Use to use the template as the starting point for a new transaction.
  • This type is useful for: Transactions that contain a lot of detail that you don't want to retype, but that aren't needed on any set schedule. Examples are complicated invoices that need to go to different customers.

* Please note the reminder for your recurring transaction will show on your dashboard under Tasks when it is due. 

Pause or Skip next date of a recurring transaction

Under the action drop down to the right of an existing recurring transaction, you'll see the following options:
  • Pause: Once paused, the status of the recurring transaction list will changed to paused. The user must select Resume in order to use the recurring transaction again.
  • Skip next date: Once selected, the next date column will show the next effective date for the transaction. There is no way to unskip a transaction once this has been selected. The user would have to re-edit the template for the transaction.

See also

Creating or editing templates:

Troubleshooting:

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