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isaac-caretechno
June 6, 2024
Question

Charge late fees in the new invoice, not the original invoice

  • June 6, 2024
  • 2 replies
  • 0 views
My client does not want me to include late fees in the original invoice. They would like to have a running invoice, like utilities. For example, if they fail to pay January invoice, the February invoice will have a Past Due which will be the January Plus Late fees. The current amount will be the February invoice.  How do I set this up?

2 replies

Tori B
Tori B
June 6, 2024

Good morning, @isaac-caretechno.

 

Thanks for taking the time to reach out to the QuickBooks Community. I hope you're having a wonderful day so far. 

 

There is an option to turn on automatic late fees for invoices in QuickBooks Online. However, since your client is requesting to have the late fees included on a new invoice instead of the previous (late) one, I recommend manually adding the late fees to the new invoice. 

 

Here's how: 

 

First, you'll need to create a late fee item:

 

1. Click on the Gear Icon and select Products and services

2. Hit New, then choose Service

3. Enter a Name, such as Late Fee (Optional).

4. From the Category dropdown, select the category that best describes the fee. 

5. Complete the rest of the fields, as you feel necessary

6. Hit Save and close.

 

Once you've created the late fee item, you can apply it to the invoice. Here's how:

 

1. Choose the invoice you want to add a service fee to.

2. Edit invoice.

3. From the Product/Service dropdown, select the service fee you created.

4. In the Message on invoice section, add a note about the fee.

5. Hit Save and send or Save and close.

 

That should do the trick. If your client is interested in the automatic feature, you can see more details about that here: Apply late fees to overdue invoices automatically in Quickbooks Online.

 

Please don't hesitate to let me know if there is anything else I can assist you with. Take care! 

I
isaac-caretechnoAuthor
June 6, 2024

Unfortunately, that's not what they want. They want their past invoices to show up as PAST DUE on the current invoice, which also will include late fees, with an additional charge of Current Charges. The same way your electric/gas bills produce their invoices. 

 

I also do not want to do anything manually, so that is not an option. 

 

Thanks,

Isaac

G
GenmarieM
June 6, 2024

I have steps that will help you achieve your invoicing goal, Isaac.
 
To conveniently incorporate your previous invoices into your current invoice, including any accrued late fees, you can consider turning on the Account Summary feature on your invoice template.

 

Here's how:

 

  1. Go to the Gear icon, then click Custom form styles.

  2. Hit New Style and choose Invoice.

  3. Navigate to Content, then click on the middle part of the invoice template.
  4. Check the box next to Show on invoice to enable the Account summary.
  5. Once finished, click Done.

  6. Finally, use the customized invoice template when creating a new invoice.

 

After that, the past invoices of that specific customer will be displayed on the invoice you created.

 

Just a heads up that if you turn on the Account Summary on your template, you won't be able to view which past invoices are being added to your current invoice.

 

If you want each past invoice to show on your current invoices, I recommend sending feedback to our Product Engineers. This way, they can review your suggestion and consider adding it in future updates.

 

Here's how:

 

  1. Select the Gear icon, then choose Feedback.
  2. Type in your product suggestions.
  3. Select Next to submit.

 

I'm always here to support you throughout this process. I'll be here to help you out if you need further assistance incorporating your past invoices and current invoices.

D
d_bird
February 24, 2025

hey @isaac-caretechno QuickBooks doesn’t really have a built-in way to do this exactly how you want, but there’s a QuickBooks app (search 'Paidnice') that we have been using for our clients that can solve this for you that specialises in advanced late fees and could likely solve this for you (without the need to do it manually like how QB support have suggested) 

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