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.)
Start with a QuickBooks Payments account.
Next, Create a sales receipt. Customer>Enter Sales Receipts.
Finally, create a TEMPLATE for each CLIENT. Use a SALES RECEIPT so the customer is invoiced and you are paid all in one step.
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.
- Search and link to a customer in your QuickBooks file and the information will auto populate.
- Label your recurring charge, enter the frequency and the range the automatic entries will run.
Then fill in the item code and same information as receipt.
Then fill in your credit card and select proper notifications.
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.
Next, the screen to manage your recurring payment page will appear:
Right away, your client will receive this email – if you checked off “notify my customer.”