Question

Is there a way to schedule invoices to mail on a later date?

Forum|Forum|4 years ago
August 10, 2021
2 replies
96 views

I used to use Square and could schedule invoices to send at a later date. How do I do this in QB?

QuickBooks Online

M

Mark_R

Moderator

Yes, @1440qb-gmail-com. And I'd be happy to guide you how.

You can set a schedule for your invoices by entering a recurring transaction in QuickBooks Online (QBO). The recurring transaction creates a series of transactions according to the schedule you set. Here's how:

Sign in to your QBO account.
Click the Gear icon, then select Recurring transactions.
On the page, select New and choose Invoice from the Transaction Type drop-down. Then, click OK.
Enter the template name, then select Scheduled from the Type drop-down.
Fill out the necessary information.
Click Save template.

Once you choose the recurring transaction to be sent via email, it'll be sent automatically. For more guidance, you can check out these articles:

You might also want to make some changes to your recurring transactions. Here's an article you read for the detailed steps and information: Edit a recurring template.

I'm still open to your replies if you need further assistance managing recurring transactions. Have a great day ahead!

1

1440qb-gmail-comAuthor

Thank you, Mark. This is not a recurring transaction; it's a project that occasionally pops up when my client sends me work. It's not on a fixed date. I have recurring invoices set up for clients on monthly plans, and they are invoiced on a fixed date. With this client, we have agreed to invoice on Fridays. I can set a calendar task, but I would like to schedule it and forget it.

DivinaMercy_N

Moderator

Thanks for getting back here, @1440qb-gmail-com.

In QuickBooks Online (QBO), you can create a schedule for when to email an invoice when you use the recurring feature as outlined by Mark_R. Since you need to invoice your client every Friday, you can set the recurring template Interval as Weekly. You can also set a Start date and End date depending on what you and your client discussed.

For your reference, please see this article: Schedule recurring transactions.

In case you want to have a list of your customers’ outstanding balances, you can run the Accounts Receivable aging summary report . This report will show you how much are still due and how long they're past due.

Feel free to post again here if you have additional questions creating an emailing schedule on your invoice. I am always around to give you a hand. Have a good one.

S

SST028

Looks like this has been a request for a long time. I still have this need. I'm a small business person, and often I don't get to set up my invoices until late in the day, it's currently 7 pm I've created a bunch of invoices using Send Later and now I need to remember to log in tomorrow morning go filter to find them and then send. I don't want to send them at night for them to get buried in email. I also don't want to risk a work emergency distracting me from remembering to send the invoices...did I mention I'm a small business person, every day is a work emergency.

Before someone suggests templates and recurring invoices, I'm very familiar with and use those when I can but most of our business is not recurring.

I just want Send Later to work the same way it does in nearly every other place in the world (MailChimp, HubSpot, Gmail, even Outlook) Send Later > pick the time you want it to send > done.

I can't understand why it doesn't already work this way.

Angelyn_T

Moderator

I hear all your sentiments, SST028. Let me share some updates about the feature you need.

I can see how important it is for you to send scheduled invoices from QuickBooks Online (QBO). The option is still unavailable, and we don't have a specific timeline as to when setting a scheduled time for invoice delivery becomes ready. Rest assured our engineers are working nonstop to enhance the product and deliver the best experiences for all QuickBooks users.

While waiting, you may send a feature request to our product developers to notify them about your request. Added features in the program depend on the number of requests sent to our product developers.

To start:

Sign in to your QBO account.
Go to the Gear icon at the top, then Feedback.
Enter your comments or product suggestions.
Hit Next.

Once done, your valuable suggestion goes to our designated team to help improve your experience in QBO. You can track feature requests through the QuickBooks Online Feature Requests website.

In the meantime, you may send your transaction at the time your need manually. You can read this post for more tips while working with your invoices: Create invoices in QuickBooks Online.

Aside from that, you can also use reminders to notify your customers about their upcoming dues. See the resources from this link as your guide: Send invoice reminders automatically or manually in QuickBooks Online.

If you have other questions from me about your invoices or other transactions, let me know by leaving a comment below. I'm always here to help. Have a good one!

Sign up

Login with SSO

Let's get you signed in

Login with SSO