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-djd-
February 26, 2023
Question

Recurring Invoices & Unbilled Charges

  • February 26, 2023
  • 2 replies
  • 0 views

Hope someone can set me straight here!

 

Having read these 2 resources on Recurring Invoices & Unbilled Charges, I'm under the impression I can setup a recurring invoice to automatically bill our members for 1) their fixed recurring quarterly dues & 2) other variable misc charges that we post to their Customer accounts. 

 

I tested this by:

1) Creating a recurring invoice for $1/day and checking "Include Unbilled Charges" on the Invoice options.
2) Adding an unbilled charge for $2 to my account

3) Ran the recurring invoice for the past 3 days.

 

The invoice that came through shows:

* Total New Charges $1

* Balance forward $2

* Balance Due $3

 

But when I go to pay it as the Customer, the payment amount defaults to just the $1.

Even after entering payment details and accepting recurring payments, the invoices come through showing $3, but only $1 is charged. 

 

Is there any way to get the variable charges auto billed and paid? Or will the Customer have to each time manually change the amount due?

 

We are trying to streamline the process for everyone here.

 

Thanks much

    2 replies

    F
    FateCandylaneT
    February 26, 2023

    I appreciate you reaching out to us, -djd-.

     

    I'll share details to ensure this gets resolved for you.

     

    To zero out the balance forward shown on the invoice, we can separately create an invoice for the existing balances of the $2 amount. This amount is based on the previous balance transaction that was not invoiced. Thus, it appears that these balances are carried over to the current invoice and are still unpaid.

     

    From the link you've provided, unbilled charges are non-posting transactions as these won't affect the customer's balance or the Accounts Receivable balance. That said, I'd suggest going over these previous balances and creating an invoice to rule out the $2 amount on the current invoice.

     

    Please know that the $1 amount created on the current invoice, will only appear and allow the customer to pay the invoiced $1 value. That is why it only charges your customer a $1 amount.

     

    Moreover, I've added this article to guide you on what reports you'll need when reviewing your business's financial stability: Run reports in QuickBooks Online.

     

    We'd be delighted to have you here again, -djd-. If you have additional clarifications with recurring invoices, you're always welcome to add them below. The Community is here to help. Take care!

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    -djd-Author
    February 27, 2023

    Thanks for that info Fate but I’m afraid I still don’t understand how (or if it’s even possible) to

     

    “get the variable charges auto billed and paid? Or will the Customer have to each time manually change the amount due?”

     

    We would like customers to have the option to autopay their invoices and make it simpler for everyone to manage. 

    JenoP
    JenoP
    February 27, 2023

    Allow me to join you here and offer my help, -djd-.

     

    At the moment, your client will only see the total amount of the invoice when paying it online. The balance forward or the unbilled charges will not be included in the payment amount.

     

    As a workaround, there are two options to let the customer pay the whole amount.

     

    First, let the customer click the Edit amount link beside the total amount. Then, enter the total amount due that includes the unbilled charges. 

     

     

    Second, edit the invoice and add the unbilled charges or billable expense. Here's how:

     

    1. Open the invoice and click the Expand arrow or icon in the right-hand corner of the transaction.
    2. Look for the unbilled charge or billable expense, then click Add.
    3. Click Save and send.

     

     

     

    Once done, let the customer use the second link so they can pay it with the whole amount. 

     

    I would also suggest sending feedback about being able to add the unbilled charges in the total payment amount. It will be forwarded to our product engineers for review when designing new updates. Please see this article for more details: How Do I Submit Feedback?.


    Allow me to share these articles as well in case you need guidance when managing invoices in QBO:

     

     

    Let me know if your customer was able to pay the entire amount. You can also ask more questions if you need anything else. We're always here to help. 

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      -djd-Author
      March 17, 2023

      Thanks folks. These all seem a lot more “hacky” and cumbersome than I would have thought.

       

      what is the “include unbilled charges” option meant to do on a recurring invoice if it requires either me or the customer to manually adjust what we’re billing or paying??

       

      Thanks again

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