How to setup recurring Sales Receipt to automatically send email

Assuming you already have a recurring Sales Receipt template setup (*) for a customer and that recurring template shows an email address for the customer, you will need to do the following.

From the home page screen:

  • left navigation bar
  • Customers
  • From the customer center page, select a customer
  • Select “Edit” button (upper right corner) or Go to the “Customer Details” tab (default set is Transaction List) and click the “Edit” button
  • Go to the “Payment and billing” tab
  • Set the “Preferred delivery method” to “Send Later”
  • Save

This updates the customers delivery method to email and the “Scheduled” recurring sales receipts will automatically run and send emails to customers.

* Creating recurring Sales Receipt Template – from the home page screen > company gear (upper right corner) > lists > recurring transactions > new > transaction type > sales receipt > OK > template name for a customer and fill out the information.

Click on the screenshots below to enlarge them
send later1

send later2

send later


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How to globally remove all “Unbilled Charges” in QuickBooks Online?

These transactions may have been marked “Billable” in error. Now, you want to remove all, not one by one.

To globally remove all “Unbilled Charges” in QuickBooks Online:

When you are in QBO logged in, type this URL and it will remove all “Unbilled Charges” in QBO prior to that date.

Click on the screenshot below to enlarge it
hide unbilled charges

To individually remove: find the Billable Charges:

Run “Unbilled Charges” Report (from blue navigation bar on the left > select Reports > Go to report > type Unbilled Charges).

  • You will need to delete one at a time.
  • Double click to open original entry form > more (located bottom middle) > select Delete.

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Why does the “Due on Receipt” term set a due date other than the Invoice date?

If you have an invoice with the Terms field populated with “Due on receipt,” the Due Date field should automatically update to the same date as the Invoice Date field.

You should see like this for example: Invoice Date = July 1, 2015; Due Date = July 1, 2015

If for example see like this: Invoice Date = July 1, 2015; Due Date = July 10, 2015

It is most likely created the default term for “Due on receipt” with incorrect settings.

To review and correct this Term settings:
From the home page screen:

    • Company gear (upper right corner)
    • Lists
    • All Lists
    • Terms
    • Select “Due on Receipt”
    • Select “Edit” under Action column (far right, pull-down arrow)
    • Review the term setup to ensure that bulleted “Due in fixed number of days” entered is “0” days. If you have 10 here, on invoice, it will show invoice date plus 10 days.
    • Save

due on receipt

Return to the invoice, select Term “Due on receipt,” verify the date matches the Invoice date.

Click on the screenshot below to enlarge it
due on receipt invoice

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#QuickBooks Online #QBO – How to handle zero balances in accounts receivable aging

You have two ways to handle this issue in QBO:

  • Manual Setting
  • Automatic Setting (auto-mode)

You will need to select the one which is right for your business situation. When you create a new company file in QBO, normally this auto-mode is already ON as a default setting.

1zero ar aging

Manual method is commonly used when you have several customers open invoices and need to apply issued credit and received payment against a specific invoice. The credit memo may directly be related to certain specific project or a product return.
For example, you issued several product invoices to a customer. They returned one product and you had to issue a credit memo. They paid that invoice and also deducted for product return. For your business, you want to make sure, transactions (payment and credit) for that invoice is handled correctly. You would want to manually select that invoice; enter receive payment; apply credit and clear that invoice in A/R Aging.

To clear zero balance in A/R Aging:
From the home page screen > left navigation bar > customers > customer page > go to customer invoice > select “Receive Payment” under “Action” column
It will take you to “Receive Payment” screen. “Amount Received” should show zero because clearing “outstanding” and “credit” are for the same amount. Choose Save and Close. It should clear (disappear) zero balance in A/R Aging. Now, on customer page, status should indicate paid (instead of partial) and closed (instead of unapplied).

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2customer page

3clear ar

4clear customer page status

Automatic method (default setting in QBO)
You can also choose “automatically apply credit” setting in QBO. By turning this setting ON, it will automatically apply credits to the next invoice you create for the same customer. General service-based companies (or non-project oriented companies) prefer turn on this setting. They do not deal with product returns. Invoices they issue are not sensitive to any specific project.

To turn on this automatic setting in QBO:
From the home page screen > company gear (upper right corner) > settings > company settings > advanced > automation > Automatically apply credits ON > save

5automatically apply credit setting

Once this automation setting is on, it is automatically take care of payment and credit. You will not see zero balances in Accounts Receivable Aging.

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#QuickBooks #QBO How do I get separate payments from different customers to show up as one deposit as it does when I deposit it in the bank?

On Receive Payment screen (create + sign > customers > receive payment) > select deposit to: undeposited funds > choose invoice and payment amount > save

Next step > On Bank Deposit screen (create + sign > other > bank deposit) > select customer payments > match total payment to bank deposit > save

If you are downloading bank transactions > banking center (left navigation bar > transactions > banking) > click deposit in question > deposit transaction screen will expand > select “Find Match” > select transactions (payments) to match deposit amount > save

Click on the screenshots below to enlarge them
deposit to undeposited funds1

deposit to undeposited funds2

deposit1 match uf


deposit2 find match

deposit3 match transactions

deposit4 posted in quickbooks


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Is there a way to check the status of emailed Invoices “sent” and “viewed” by customers?

Yes. To see which invoices were sent and viewed by clients:

From the home page screen

  • Left blue navigation bar
  • Click Transactions
  • Select Sales
  • Click Filter
  • Under Type select Invoices
  • Click Apply

Under the column Status* (between total and action), invoices that have been sent electronically are labeled Sent.
–  (Open Sent) labeled for recent Invoice payment not due yet
–  (Overdue Sent) labeled for invoice past payment due date
–  (Open view) labeled for invoice actual viewed by client
*In case STATUS column is blocked adjust column-width a bit.

You can click any actual invoice and under activities at bottom, sent and viewed (if viewed by client) will have date and time information.

Click on the screenshots below to enlarge them
sent viewed

sent activitites

sent viewed activities


You can also receive an emailed copy of each invoice you send out.

To do this:

  • Click the Company Gear Icon (upper right corner)
  • Select Company Settings
  • Select Sales
  • Click Messages
  • Check the box Email me a copy
  • Save


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How to turn off the “Terms” so it won’t show on an Invoice at all?

Removing the “terms” completely from your invoice is a part of “Custom Form Styles” under Settings. You will need to disable the “Terms” setting just once.


Here’s how to do it:

  • Click on your Company Gear in the top right corner
  • Click Custom Form Styles under the Settings tab
  • Select form name you would like to take the Terms off of
  • Click edit under action column (far right)
  • Select your form style and click Next
  • Click on Header on the left side
  • Uncheck the box next to “Terms” under Customer
  • Click Save

Now when you invoice your customers using this customized template (under customize at the bottom),  there will be no terms of payment listed.

Click on the screenshots below to enlarge them
turn off terms

turn off terms invoice


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How do I print Invoices from the print queue in new QuickBooks Online?

To print Invoices in batch:

From the home page screen

  • Go to blue navigation bar on the left and select Transactions tab
  • Select “Sales”
  • Click filter and for Type choose “Invoices”
  • Choose “All Statuses” (or your preference) for Status
  • Choose “To be printed” for Delivery Status
  • Select “Dates”
  • Select “All” for Customer
  • Click “Apply” button
  • Click Batch actions
  • Select Print Transactions
  • Wait Invoices to load in PDF format
  • Hoover around your mouse towards the bottom right corner
  • Select “Print” icon on the far right
  • Choose “Print using system dialog… (Ctrl+Shift+P) to select printer and print invoices
  • Done

How-to video:

How do make inactive (deleted) customer active again in new QuickBooks Online?

It’s very easy to make inactive customer active again in new QBO.
In order to make reactivate a customer, from the home page screen

  • Select “Customers” from the blue navigation bar the left
  • From the “Customers Center”, select small “Gear” on the far middle right
  • Select “Include Inactive” box from the gear drop-down selector
  • It will list customers with inactive (deleted) accounts
  • Locate and click reactivate a customer from the list
  • Select “Make Active” under Customer profile screen
  • You will get prompt message like “Customer to delete is now active.”
  • See screenshot photos for reference.
1 home page screen
1 home page screen
2 customer center
2 customer center
3 include active
3 include active
4 make active button
4 make active button

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How to email multiple invoices in a batch in new QuickBooks Online?

In order to e-mail multiple invoices in a batch, from the home screen

  • Go to blue navigation bar on the left
  • Select Transactions
  • Select “Sales” under Transactions
  • This will pull up a list of Sales Transactions
  • Click on the orange bar at the top of the screen to show just “Open Invoices”
  • Click the check mark box at the top of that list of open invoices (next to “DATE” columnn)
  • Select “Send Transactions” from the “Batch Actions” drop down selector
Sales Transactions Open Invoices Orange Bar
Sales Transactions Open Invoices Orange Bar
Sales Transactions Open Invoices Select All
Sales Transactions Open Invoices Select All
Sales Transactions Open Invoices Send Transactions
Sales Transactions Open Invoices Send Transactions

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