QuickBooks 2005: The Missing Manual

Memorizing Recurring Invoices

If you charge a fixed monthly fee for your services or work on retainer, the invoices you create are basically the same each month except for the invoice date. If you would rather sleep than do paperwork, it's easy to get QuickBooks to create your invoices for you. With a memorized invoice, QuickBooks handles the entire process or reminds you when it's time to create your invoice.

Here's how to automate a recurring invoice:

1. In the Create Invoices dialog box, create the invoice that you want to reuse.

   Fill in the fields that remain the same on each invoice, such as the Service item and rate. If your hours change from invoice to invoice, leave the Quantity field blank.

2. When the invoice is set up the way you want, press Ctrl+M to open the Memorize Transaction dialog box.

3. In the Memorize Transaction dialog box, in the Name box, type a name for the reusable invoice.

   For example, you might include the customer's name or the type of retainer, such as Full-time Programming Contract.

4. Choose an option to specify whether you want QuickBooks to remind you or not.

   To learn how to set the options for reminders or to have QuickBooks automatically enter the invoice for you, see page 146.

5. To memorize the invoice, click OK.

   QuickBooks closes the Memorize transaction dialog box and adds the invoice to the Memorized Transaction List.

6. In the Create Invoices dialog box, click Save & Close to save the invoice.

   For recurring invoices, the Don't Remind Me option is asking for ...