How to fix: Invoice numbers stay same on recurring transactions in QuickBooks Online

Case: With recurring transactions none of the invoice numbers ever change. They are the same month to month, as well as across multiple customers with same invoice number. It is becoming a huge problem getting paid from Customers (Clients) when they see the same invoice number every month.

First, we will need to turn on Custom Transaction numbers. You can do this by going to the Company Gear icon (upper right corner) > Company Settings under Settings > Sales > Sales Form Content > check “Custom Transaction Numbers” > ON > Save.

Click on the screenshots below to enlarge them
custom transaction numbers

Now, go to the Company Gear icon again > Lists > Recurring Transactions. Delete the “Invoice number” from the field and Save.

delete inv no

YouTube Tutorial Video:

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    Can QuickBooks Online remind me that I need to create an invoice

    Yes, you can set up “Reminder” in QuickBooks Online.

    This is how you do it:

    From the home page screen

    • Click on your company gear in the top right corner
    • Click Recurring Transactions under the Lists column
    • Click New
    • Change the Transaction Type to Invoice
    • Change Type to Reminder

    Your reminder will show up in the Tasks section of your home page screen. Click “View reminders” link to review and complete the task.

    Click on the screenshot below to enlarge it
    tasks

     

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    How to setup recurring Sales Receipt to automatically send email

    Assuming you already have a recurring Sales Receipt template setup (*) for a customer and that recurring template shows an email address for the customer, you will need to do the following.

    From the home page screen:

    • left navigation bar
    • Customers
    • From the customer center page, select a customer
    • Select “Edit” button (upper right corner) or Go to the “Customer Details” tab (default set is Transaction List) and click the “Edit” button
    • Go to the “Payment and billing” tab
    • Set the “Preferred delivery method” to “Send Later”
    • Save

    This updates the customers delivery method to email and the “Scheduled” recurring sales receipts will automatically run and send emails to customers.

    * Creating recurring Sales Receipt Template – from the home page screen > company gear (upper right corner) > lists > recurring transactions > new > transaction type > sales receipt > OK > template name for a customer and fill out the information.

    Click on the screenshots below to enlarge them
    send later1

    send later2

    send later

     

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    Recording Daily Sales

    In QBO Essentials and Plus, you can create a Recurring Sales Transaction to be used at the end of each day to record your daily sales transactions.

    This YouTube video will show step by step instructions on how to record daily sales in QBO. We highly encourage you to watch the entire video. You do not want to miss a step!

     

    You will need to create a few new accounts in the Chart of Accounts:

    Clearing Account (Category Type = Banking)
    Income Account (Category Type = Income)
    Overage/Underage Expense Account (Category Type = Expense)

    To create new accounts (left blue navigation bar > transactions > chart of accounts > new)
    bank clearing

     

    You will need to create Products/Services associated with the following account types:

    Sales categories = Sales Income account (make it taxable if your charge sales tax)
    Cash= Undeposited funds
    Checks= Undeposited funds
    Visa/MasterCard = Undeposited funds
    American Express = Undeposited funds
    Discover = Undeposited funds
    Overage/underage (for drawer shortages) = Expense account

    To create products/services list (from the home page screen > company gear (upper right corner) > lists > products/services > new (upper right corner)

    products services

     

    You will also need to enable sales tax settings (if needed).
    Sales tax = (left blue navigation bar > sales tax > add/edit tax rates and agencies). QBO will automatically create a Sales Tax Liability account. You do not need to create sales tax account in the Chart of Accounts separately.
    sales tax

     

    Now you need to create recurring Sales Receipt template (from the home page screen > company gear (upper right corner) > lists > recurring transactions > new (upper right corner).
    recurring sales receipt

     

    Now you are ready to create a Sales Receipt for each day based on end of the day Cash Register run (from the home page screen > company gear (upper right corner) > lists > recurring transactions > use under action column).
    use recurring sales receipt
    Note: By recording all of the Sales as positives and all of the Payments (Expenses & Cash Shortage) as negatives, the net amount of the Sales Receipt should be Zero.

    In this example, at the end of the day, you have $1,000.00 in Sales, $80.00 in Sales Tax. The cash register count for Cash is $200.00, ‘Checks’ is 300.00, Visa/MasterCard is $390.00, American Express is $80.00, Discover is $80.00 and Cash Shortage is $10.00. The sales report that day shows $1,080.00 in Sales ($1,000 sales income plus $80 sales tax).
    use sales receipt from recurring

     

    In case of additional expense payments from the cash register, create new products/services mapped to appropriate expense category of Chart of Accounts.
    additional expense payments

     

    Finally, go to Undeposited Funds and record the deposit for the amounts actually deposited in the bank.
    deposits

    To do this (from the home page screen > create + sign > other > bank deposit). Select deposit date in QBO based on bank posting date.
     
    Note to Simple Start users: since there is no “Recurring Transactions” feature available in Simple Start, you will need to follow all the setup instructions and create a Sales Receipt for daily sales. Transactions will be recorded the same way in QBO.
     

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    How do I stop any recurring invoices in QBO?

    To stop a recurring transaction from recurring, you will either need to delete the recurring transaction, or edit the schedule so that it will not be regenerated.

    Here’s how to do it:

    • First, click the gear in the upper right of your Home screen.
    • Choose Recurring Transactions from the menu.
    • Click the recurring transaction to select it.
    • If you’d like to just Delete the recurring transaction, click Delete at the top of the list.
    • If you’d prefer to retain the template and change the schedule, click Edit at the top of the list.
    • Change the type to read either Unscheduled or Reminder.
    • Click Save template.

     

    #QuickBooks Online