How to Set up Recurring Payments in QuickBooks Desktop

QuickBooks is commonly considered the best accounting management program to use when it comes to designing, issuing, and arranging repeat customer invoices. All QuickBooks editions now allow you to easily display and edit bills, invoices, and seller accounts.

You can also build invoice templates with certain fields with a specific look and feel for particular customers. After you have created your invoices in QuickBooks, the software automatically emails the invoice to the customer once the ledger entry has been made in compliance with the approved timeline.

What are recurring payments in QuickBooks Desktop?

Recurring payments in QuickBooks allow you to automatically price your customers on a schedule you set every day. Recurrent payments are known as the AutoPay payment method. The patron has permitted a retailer or service provider to subtract bills for products or services from the financial institution account of the consumer each month or to automatically award his credit score card in the sum due every month. Moreover, setting up recurring payments in QuickBooks saves you time, keeps you organized, and reduces the risk of data entry errors.

How the Action button helps in Recurring payments

To circumstantially edit, suspend, remove, and resume will schedule, you can use the Action button. Recurring payment always has an Edit motion so that you can change all timetable settings except for customers, agenda ID, and custom first charge settings. Payment plans can also be edited before their beginning date so that you won’t see the Edit movement after that date.

Must know about the given pointers before you plan to set up recurring payments in QuickBooks Desktop

  • Schedule automated invoice creation, payment processing – credit card or ACH using your chosen system, emails to customers, and direct posting to QuickBooks.
  • Split invoicing and payment dates, have different invoice processing dates, than payments received for them.
  • Prorate invoices, and then invoice all subsequent invoices in full.
  • Add item details that have been modified automatically – any time invoices are produced displaying the Invoice Date, Day before Next Invoice Date, or Due Date.
  • Defines when and how many Past Due Invoice Notification emails will be sent on every regular invoice before the customer has paid you.

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You can have QuickBooks mechanically create and pay invoices for every real charge. In this guide, you come to know the setup of recurring payments or transactions like routine expenses and also make the maximum of recurring templates in QuickBooks Desktop. You can also do that for any transactions besides customer payments, bill payments, and time activities.

Steps to Set up Recurring Payments in QuickBooks Desktop

Look at these steps to learn how to set up QuickBooks’ recurring bill to make your customers’ payments simple and fast.

Total Time: 3 minutes

  1. Head To Gear Icon

    The very first go to the Gear icon that you can see at the top Next, select and click on the Recurring transactions, Then hit the new button

  2. Select Sales Receipt

    Select the sales receipt that you find under Transaction Type, Then Hit the OK Button

  3. Enter the Template Name & Select Scheduled

    Now enter the template name and select Scheduled as the habitual type, then Choose the desired Customer

  4. Select Monthly within The Interval section

    Select Monthly on day first of every month within the Interval section

  5. Enter Dates

    Then enter the starting and ending dates

  6. Select The Payment Method

    After that select the payment method according to your choice

  7. Fill Required Information

    Type the asked information

  8. Save Template Button

    At last, click on the Save template button.

How to Delete Multiple Transactions in QuickBooks

You can manage recurring payments within the payments center that provides entry to all schedules entered in your Pay Simple system. This also includes schedules entered through you and your staff as well as ones entered by way of your clients. Managing recurring transactions is not as difficult as dealing with irrecoverable errors in QuickBooks.

Here’s a way to manage recurring transactions and payments:

  • Initially, open settings
  • Select Recurring transactions within lists
  • Choose the desired habitual bill that you wish to control
  • Now you know how to recreate ordinary invoices and ways to control or manage habitual transactions.

How to Set up a Recurring Bill QuickBooks

  • Generate a fresh bill or access an existing one.
  • Input the information you wish to incorporate regularly, such as vendor particulars, account details, item specifics, description, amount, and more.
  • Towards the end of the bill, opt for the “Create Recurring” option. QuickBooks Online will duplicate the bill and append a section labeled “Recurring Bill,” enabling you to configure preferences for the bill’s recurrence.
  • Specify a template name.
  • Choose one of the following types from the Type drop-down menu:
    • Scheduled: Creates the bill automatically according to your schedule.
    • Reminder: Reminds you to use the template when creating the bill.
    • Unscheduled: Using the template, you create the bill from the list of recurring transactions as needed.
  • In the Create _ days in advance field, enter how many days before the date set in the “Interval” section you want the bill to be created, or if you selected Reminder from the Type drop-down, how many days before the transaction date you want to be reminded.
  • Create a recurring transaction by specifying its interval and start date.
  • In the End drop-down, select whether to end the recurring transaction after a certain number of occurrences, at a set end date, or not at all.
  • Select Save template.

Create a Recurring Credit Card Payment in QuickBooks

QuickBooks enables you to swiftly and securely gather payments from your clients according to the pre-established conditions. We will guide you through the process of configuring repetitive credit card payments, allowing you to conserve valuable time when collecting payments.

Note: Prior to establishing a recurring payment, it’s crucial to obtain customer approval and have them sign the authorization form. To acquire the authorization form, simply click on the “Authorization Form” link located on the “Create Recurring Payment” page. This will enable you to download a PDF document outlining the terms associated with the recurring payment. Share or provide this form to your customer for completion, and make sure to retain a copy for your own records.

Before you begin, here are some reminders:

  • Ensure your QuickBooks Desktop is connected to a QuickBooks Payments account.
  • For information on recurring payments with QuickBooks Online, refer to the section on recurring sales receipts.
  • At present, setting up recurring payments for bank transfers is not an option.
  • As recurring transactions are manually entered and not swiped, they will be processed at a keyed rate.
  • Each transaction processing will trigger a notification to your primary contact email. To modify your email, refer to the guide on updating business and account details.

Create a Recurring Credit Card Payment

You can set up recurring credit card payments inside QuickBooks or through QuickBooks Payments.

Set up from QuickBooks Desktop

You can use this process to set up recurring payments for invoices, payments, and sales receipts.

  • Select Credit Card Processing Activities under Customers.
  • Choose the option for Setting Up Recurring Payments.
  • Locate your customer’s name using the search field. If the customer is new, opt to Add New.
  • In the Invoice Type section:
    • To include an invoice and payment details, select Itemized List, and complete the required fields.
    • For a sales receipt, opt for Amount Only, and enter the specific amount.
  • Complete the fields under Payment Method, and then proceed by clicking Next.
  • Confirm that all information aligns with the terms outlined in the authorized form. If satisfied, select Submit to save. If adjustments are needed, choose Edit to make changes.


  • If you modify your customers’ information, be sure to close and then reopen your QuickBooks application to synchronize the data with our system. Recurring charges are typically processed around midnight on the transaction date and might take a few hours to synchronize.
  • For more information, refer to the Frequently Asked Questions section regarding recurring payments in QuickBooks Desktop.

Set up from QuickBooks Payments

  • In this process, you can create a recurring payment for a sales receipt.
  • Log in to your account and navigate to Processing Tools.
  • Click on the option to Create a Recurring Payment.
  • Locate your customer’s name using the search field. If the customer is new, opt to Add New.
  • Fill in all the necessary fields and proceed by selecting Next.
  • Ensure that all the provided information and payment setup terms align with the authorized form.
  • If everything is in order, choose Submit to save. In case adjustments are required, select Edit to make changes.

Infographic to Set up Recurring Payments in QuickBooks Desktop

How to schedule Recurring invoices in QuickBooks Online

With QuickBooks Online, you can automate sending invoices on a regular basis. Just schedule recurring invoices!

For Example

You provide breakfast pastries for two customers every Friday. They order the same thing on the same day. You want to send them an invoice every Monday for $200 automatically.

Create a Recurring Invoice in QuickBooks Online

  • Choose Gear > Recurring Transactions > New.
  • Pick Invoice as the Transaction Type and then press OK.
  • Opt for Scheduled as the Type.
  • Check the box for Automatically sending emails.
  • Fill out the remaining form details and subsequently hit Save template.
  • Duplicate the above steps for each customer for whom you intend to establish a recurring invoice.

How do get in touch?

So, you can handle the entire payment cycle within the software. All you need to do is to connect up a schedule with the client.

Moreover, if you are looking for more information or have any issue regarding how to set up recurring payments in QuickBooks Desktop then it is suggested you get in touch with QuickBooks technical support toll-free helpline number You can get assistance via live chat or by dropping an email at this email address. Technical supports are available 24*7 to assist and provide you with the relevant solution for your queries and problems.

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QuickBooks lets users receive fast and safe payments from their clients based on agreed-upon conditions. With a great feature of recurring payments that helps you to eliminate the chances of missing future payments or save your time by setting up an automatic recurring payment in QuickBooks Desktop. Easy setup steps are provided here.

  1. How do I set up Recurring Payments in QuickBooks Desktop?

    In the beginning, go to the Gear menu located at the top. Choose the Recurring Transactions and then hit the new button. Select the Sales Receipt under the Transaction Type and then hit Ok.

    After that, enter the name of the template and choose the Scheduled as the habitual type. Select the customer and then pick Monthly on the day first of every month from the Interval section. Fill out the appropriate starting and ending dates. Choose a preferred mode of payment. In the end, hit save template after entering the prompt information.

  2. How do I manage recurring payments in QuickBooks Desktop?

    Go to the Settings. Choose the Recurring Transactions under the Lists. Select the habitual bill that you wish to manage. And then recreate an ordinary invoice and manage your habitual transaction.

  3. What is the Action button in Recurring payments?

    The Action button can be used to circumstantially change, remove, suspend, and resume each schedule. For a recurring payment, you can still see the Edit motion to be had, and you can change all timetable settings except for clients, agenda ID, and custom first charges settings. You can edit payment plans only before their start date so that after that date you will not see the Edit movement.

  4. How do I set up recurring payments for customers?

    For handling recurring payments, first pick a suitable payment software. Allow customers to choose a plan, schedule, and preferred payment method (like PayPal, credit card, or bank account) for seamless transactions.



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