How to Set up Automatic Invoices in QuickBooks Desktop?

How to Set up Automatic Invoices in QuickBooks Desktop
  • December 13, 2023

QuickBooks allows you to generate automatic invoices for unpaid products or services, which is both a time saver and a convenient way to ensure that bills are issued in a timely, normal way. Here you can learn how to set up automatic invoices in QuickBooks with much ease.

Process of Creating Automatic Invoices in QuickBooks Desktop

With QuickBooks, you can set up automatic invoices for the services and goods that are unpaid. This ensures that your time is saved and bills are timely going out, regularly too in the most convenient manner.

Method One: How to Set up Automatic Invoices in QuickBooks Desktop

Step One:

  • Go to the drop-down menu and then click on Edit after that select Preferences.
  • By doing this Preference window will open.

Step Two:

  • Tap on the option of Invoice Automation by going to the Preference window's left side.
  • You will see that automatic settings appear now.

Step Three:

  • Go to the screen of automation settings and review its top portion to select the automation method.
  • Two options are available for the invoice automation.
  • By tapping on the option that says, “ Create invoices and tell me about it” QuickBooks will receive a prompt to get the invoice created and you will receive the notification once it is created.
  • If you want the hands-off approach entirely then choose “Create invoices and don’t tell me about it”.

Method Two: Creating Automatic Invoices with the QuickBooks

Making use of QuickBooks for your business, helps you track your expenses, pay bills, create automatic invoices for work that is unpaid, etc.

Invoices will be created automatically by QuickBooks and will be sent to the clients, and your presence in your system is not required. To take benefit of this feature, you have to first configure QuickBooks to get the invoice created.

The process of doing the same is straightforward. By using automatic invoices, you can save your money and time.

  1. Firstly ensure that the web browser is launched and then navigate to QuickBooks after that sign in by using your password and ID.
  2. Go to the QuickBooks window's top and tap on Edit after that go to the menu and select Preferences to get the window of Preferences opened.
  3. Now go to the navigation menu and click on Invoice Automation present on the left side to see the settings of the automation.
  4. If you are willing to receive the notifications when automatic invoices are created by QuickBooks tap on the option of "Create invoices and tell me about it". In case you do not want to receive the notifications while QuickBooks creates the automatic invoices then tap on the option that says, Create invoices and don't tell me".
  5. To select when an automatic invoice has to be created then tap on "Yearly," "Weekly," "Daily," "Monthly" or "Any activity".
Issues faced by the Users

Is there a possibility to set one-time invoices that we want to send on any future date?

Is there a possibility that QBO sends invoices automatically to the customers, once the import is done from the point of sale?

Frequently Asked Questions

Can we schedule automatic invoices for later in QuickBooks Desktop

Yes, QuickBooks allows you to schedule daily, month-to-month, or maybe yearly depending on your needs and requirements.

How do I create a recurring invoice in QuickBooks Desktop?

Go to the Gear icon >> Recurring Transaction >> New. Select Invoice for transaction type and then hit “Ok”. Choose Scheduled for Type. Choose to automatically send emails. Complete the rest of the form and then hit the Save template. Repeat the same process for each customer you would like to create a recurring invoice.

What are the options that come with recurring transactions?

For almost anything, you can set up recurring transactions. Recurring sales receipts, invoices, and deferred charges may be made. And, if it comes to ongoing purchases, you have some choices:

  • Scheduled: Scheduled is where it takes place to automate. On any kind of calendar, you can choose to build your transactions: weekly, monthly, quarterly, annual, etc. There are a lot of choices.
  • Unscheduled: This also creates a transaction that you can use over and over again, but unless you go into the recurring transaction field and use the transaction, QuickBooks Online doesn't make the transaction.
  • Reminder: This is only one step above an unplanned transaction. Here, when you log into QuickBooks Online, you will get a reminder. It is going to be on top of the dashboard. QuickBooks Online can provide you with a link to a list of ready-to-create transactions.

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