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A
Amybslp
October 30, 2024
Question

Recurring payments

  • October 30, 2024
  • 1 reply
  • 0 views

Is it possible to set up a client to make automatic recurring monthly ACH payments through Quickbooks to my company

Hi!

 

I own a therapy center where due to the crazy high deductibles in the current healthcare industry, clients accrue rather high balances at the start of each year.   Many of them need to make smaller payments over the course of the year to pay off these balances.   They want to set up automatic charges to their credit cards to pay smaller amounts monthly.  In QB desktop we were able to set up recurring payments that applied to the customers accounts as credits that we could go back and apply to invoices.   

 

However, in QB online the only way I can figure out to do automatic credit card changes is with recurring sales receipts.  The problem with this is that then I have to go into each invoice and apply the credits from the sales receipts as discounts on the invoices.   Which then shows the client and insurance companies (HSA etc) that they had a zero invoice once it's paid instead of a paid invoice.   

 

Anyone know how I can do this more efficiently and actually reflect what is going on vs. making fake sales receipts to get the recurring charges?

 

Thanks so much for any and all help you can give me!

 

Amy 

1 reply

S
SashaMC
October 30, 2024

Hello Amybslp,

 

Welcome to the QuickBooks Community! I'll be more than happy to assist you! To do this more efficiently, you can set up recurring invoices with automatic payments. The first step is to turn on Autopay. Then follow the instructions below:

 

  1. Create an invoice, then select Make recurring, or you can create a recurring template.
  2. Go to Interval and select how often the invoice should recur.
  3. Enter the start and end date of the recurring invoice.
  4. Fill in the rest of the invoice then select Save template.

From there, you will then have to help the customers set up Autopay which can be found in this link.

 

Please let me know if you have additional questions or clarification! We will be here to assist you further. Take care. 

 

 

A
AmybslpAuthor
October 30, 2024

Hi Sasha, 

 

But this is only when the invoice is exactly the same amount every month correct?   There's not a way to charge a set amount to be applied to varied invoices.  For example, if a patient owes $5000 over three months of invoices, but can only pay $200 per month I'd like that to be in their account to apply as credits to the invoices until they are paid off, not have them pay in full for a new invoice/receipt each month. Is that not doable in QB online like it was in all of our desktop versions?

Bryan_M
Bryan_M
October 30, 2024

We're glad to have you back here, @Amybslp. Yes, the recurring feature is for invoices with the same transaction information. I'll guide you in handling the one that has a different monthly payment amount.

 

Based on the scenario you shared, you can create a progress invoice for this. Instead of having the full payment, you can invoice your customer for partial payment to keep the invoice payments organized and connected from start to finish.

 

Furthermore, let's ensure to turn on the Progress Invoicing feature. Here's how: 

 

  1. Go to the Gear icon and click Account and Settings.
  2. Select Sales.
  3. Then, click the pencil icon beside the Progress Invoicing tab and turn on the Create multiple partial invoices from a single estimate switch.
  4. Click on Update from the Update your invoice template? tab.
  5. Select Save. Then, Done.

 

After that, create a progress invoice template. Feel free to follow the steps below: 

 

  1. Go back to the Gear icon and select Custom form styles.
  2. Click on New Style and Invoice. Enter a template name that's easy for you to comprehend.
  3. In the Design tab, choose Change up the template, or Dive in with a template. Then, pick the Airy new style.
  4. Pick Edit print settings, or When in doubt, print it out. Ensure the checkbox for Fit to window envelope or Fit printed form with pay stub in window envelope is unchecked.
  5. Go to the Content section.
  6. Click the middle table. Select Show more activity options below, and tick the Show on progress on line items box. 
  7. Then, tick the Estimate summary box from the last or footer table. After that, click Done. 

 

You can read this article for more information: Set up and send progress invoices in QuickBooks Online. 

 

Also, check out this article to learn how to invoice and payment transactions in the Banking section: Match online bank transactions in QuickBooks Online. 

 

Never hesitate to leave a comment below if you have additional questions about handling invoice payments. The Community is ready to assist you. Take care, and have a good day. 

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