You can create a recurring template for just about every type of transaction, such as invoices or checks/cheques.
The only types of transaction templates you can't create are:
There are four ways to create a recurring template:
- Start from Recurring Transactions (choose Gear Icon > Recurring Translations)
- Start from an existing transaction and create a template from it by clicking Make Recurring (or Enable Recurring Payments) at the bottom of the transaction.
- Use an existing Recurring Transaction to create a new one by going to the Recurring Transactions (choose Gear Icon > Recurring Transactions), selecting the appropriate template, and clicking the Use button. Once the transaction is open, make any needed changes and click the Make Recurring button.
- Duplicate - Users can now duplicate a recurring transaction. All settings except the title will be inherited by the copy
If you just want to copy an invoice, click More > Copy at the bottom of the invoice.
*US customers only: If you just need to set up recurring merchant account transactions to charge customers by credit card automatically, see Creating recurring transactions using the QuickBooks Merchant Service
To create a template from scratch:
- Choose the Gear Icon > Recurring Transactions.
- Click New.
- Select the type of transaction to create, and then click OK.
- Enter a Template Name.
- Choose a Template Type.
- If you're creating an invoice template, you can specify that it should include unbilled charges and automatically send emails.
- 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
- If you're creating a scheduled or reminder type of recurring template, make sure you select Scheduled and fill out the following:
- Select the interval for the recurring transaction.
- Select date to start template and when to end.
- 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. For a Reminder or Unscheduled template, it is not necessary to fill in every field. Enter just the data to be repeated in each occurrence. You'll be able to edit each occurrence before it's actually created.
- Click Save Template.
For more information on the timing of scheduled invoices, please see How do I create a recurring invoice dated in the future, but completed at an earlier date?
Duplicate, Pause, or Skip Next Date of recurring transactionsUnder the action drop down to the right of an existing recurring transaction you will see the following options:
- Duplicate - Users can now duplicate a recurring transaction. All settings except the title will be inherited by the copy.
- Pause – Once paused, the status of the recurring transaction list will changed to paused. The user must click 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.
These are the types of recurring templates you can create.
|Type||What it does|
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.
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. Click on the View reminders link.
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.
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: Choose the Gear icon > Recurring Transactions. You can then select a template and click 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.
Here are some links to other resources about recurring templates:
Creating or editing templates:
Editing recurring templates: Editing recurring templates
Creating a recurring transaction for all or several customers: Creating a recurring transaction for all or several customers
Setting up automatic or recurring statements for customers: Setting up automatic or recurring statements for customers
Recording a recurring bank service charge: Recording a recurring bank service charge
Timing of recurring templates: How do I create a recurring invoice dated in the future, but completed at an earlier date?
The default customer message in Preferences isn't the message showing on some sales forms: Default customer message in preferences not the message showing on some sales forms
Finding a recurring template for a customer if the customer name wasn't used as the template name: Doesn't exist in Harmony. Customer needs to run Recurring Template List report
Recurring transactions are showing old customer information: Recurring transactions are showing old customer information
Recurring transactions aren't appearing in Print Sales Forms: Recurring transactions not creating with Print Later status
Duplicate transactions when using a recurring template: Duplicate transactions when using a recurring template