Automate Invoicing & Collection in QuickBooks Desktop

Written by Carrie Kahn

We are often asked, “How do I automatically bill & COLLECT from my client for a monthly bookkeeping fee?” Here are the steps to set up automatic recurring invoicing with QuickBooks Desktop. (In a previous article I described how to Automate Invoicing & Collection in QuickBooks Online.)

Automate Invoicing

Start with a QuickBooks Payments account.

Next, Create a sales receipt. Customer>Enter Sales Receipts.

QuickBooks Payments

Finally, create a TEMPLATE for each CLIENT. Use a SALES RECEIPT so the customer is invoiced and you are paid all in one step.

Sales Receipt

For Clients Paying with Credit Card

The first example will be for clients paying with a CREDIT CARD.

At the top of the receipt, select Set up Recurring Payment.

Set Up Recurring PaymentThis will log you into your QuickBooks Payment account where you will need to complete a form:

  1. Search and link to a customer in your QuickBooks file and the information will auto populate.
  2. Label your recurring charge, enter the frequency and the range the automatic entries will run.

Set Up Recurring Payment

Then fill in the item code and same information as receipt.

Invoice Type

Then fill in your credit card and select proper notifications.

Payment Method

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, and have this on file. If the client needs to change their payment method, have them complete an updated form.

Then click NEXT. This screen will pop up to let you review everything before you click submit.

Review and Submit

Next, the screen to manage your recurring payment page will appear:

Manage Recurring Payments

Right away, your client will receive this email – if you checked off “notify my customer.”

QuickBooks Payments

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About the author

Carrie Kahn

Carrie Kahn, the owner of Complete Business Group, joined the Intuit Reseller Program in 2008. CBG offers Intuit based solutions for End-users, ProAdvisors and Partners. CBG is now considered one of the largest and fastest-growing Intuit Premier Resellers (IRPs) in the world. The Complete Business Partner Program is helping ProAdvisors and other partners become better at their profession, increase their income substantially, and save their customers time and money.

Carrie has been supporting and selling QuickBooks since Dos V1. She has been a certified ProAdvisor in the full line of QuickBooks products since 2002. Complete Business Group joined the Intuit Reseller Program (IRP) in 2008.

Carrie serves as a host for the Accountants, Bookkeepers, and Business Owners (ABBO) Facebook group as the QuickBooks Product Expert. She was named top 100 QuickBooks ProAdvisor of the Year every year since 2014. She has been in the top 10 Intuit Premier Resellers (IRPs) since 2012 and currently is ranked #1 in the East. She was named Social Media Resources ProAdvisor of the Year for 2017. She is currently serving on the IRP Council.


  • What’s with the whole print and sign this form for automatic billing? No website I’ve ever subscribed to requires this. What changes that makes this necessary for Quickbooks?

  • It’s a recommended form they provide for you. However ultimately they aren’t forcing you to use it. You decide what workflow you want to implement and consult with your attorney to make sure you are covered.

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