How to Set Up Recurring Invoices in QuickBooks (+ a Faster Alternative)

To set up a recurring invoice in QuickBooks Online, you create an invoice, select Make recurring, choose the interval, and set the start date — after which QuickBooks generates and sends it automatically. This guide walks through the exact steps for QuickBooks Online and Desktop, explains the options, and covers a simpler alternative for freelancers and small businesses who want repeat billing without full accounting software.

If you're new to the concept, start with what a recurring invoice is. To manage repeat clients simply, see multi-client billing.

Set up a recurring invoice in QuickBooks Online

1. Create an invoice as normal, with the client and line items.
2. At the bottom, select Make recurring.
3. Enter a template name you'll recognize.
4. Choose a type: Scheduled (created and optionally sent automatically), Reminder (QuickBooks prompts you to send it), or Unscheduled (saved for manual use).
5. Set the interval — how often it recurs (e.g. monthly) — and the start date (and end date, if any).
6. Save the template. QuickBooks then generates the invoice on schedule.

You can also manage these under Settings → Recurring transactions, where you'll see all your templates.

Set up a recurring invoice in QuickBooks Desktop

QuickBooks Desktop uses "memorized transactions":

1. Create the invoice, then memorize it (Ctrl+M or Edit → Memorize Invoice).
2. Give it a recognizable name.
3. Choose Automate Transaction Entry if you want it created automatically.
4. Set How Often (e.g. monthly) and the Next Date for the first recurrence.
5. Save. QuickBooks creates the invoice on that schedule.

Scheduled vs. reminder: which to pick

• Scheduled/automatic suits fixed, predictable billing — a set retainer or subscription where the amount doesn't change. It's true hands-off billing.
• Reminder suits billing that needs a quick check each cycle — for example if hours or amounts vary slightly — so you review before it goes out.

Choose automatic for genuinely fixed invoices; choose reminder when you want a human glance first.

When QuickBooks recurring invoices are worth it

QuickBooks recurring invoices are a strong fit if you already use QuickBooks for accounting and want billing tied into your income tracking, reports, and (optionally) autopay. The recurring feature is part of a full accounting platform, so the value is the integration.

The faster alternative for simple repeat billing

If you don't use QuickBooks — or you just want to bill a few repeat clients without adopting accounting software — a full platform is more than you need. A simpler setup:

• Use a straightforward tool for multi-client billing that handles repeat invoices without the accounting overhead.
• Or, for very low volume, keep a saved invoice and reissue it each cycle with the invoice generator, which handles numbering and the PDF.

A worked example: a freelancer with three monthly retainer clients doesn't need QuickBooks' full accounting. A lightweight recurring/multi-client setup sends each client a clean, numbered invoice on the 1st — the same outcome as QuickBooks recurring, without the subscription and learning curve. As your finances grow more complex, moving up to full accounting makes sense; until then, keep it simple.

Related reading

• What Is a Recurring Invoice? When & How to Use One
• Best Recurring Invoice Software for Subscription Billing
• Multi-Client Billing: Invoice Multiple Clients Without the Chaos

FAQ

How do I set up a recurring invoice in QuickBooks Online? Create an invoice with the client and line items, select "Make recurring" at the bottom, name the template, choose a type (Scheduled, Reminder, or Unscheduled), set the interval and start date, and save. QuickBooks then generates the invoice on schedule, and you can manage templates under Settings → Recurring transactions.

How do recurring invoices work in QuickBooks Desktop? QuickBooks Desktop uses memorized transactions. Create the invoice, memorize it, name it, choose "Automate Transaction Entry" if you want it created automatically, set how often it recurs and the next date, and save. QuickBooks then creates the invoice on that schedule.

What's the difference between Scheduled and Reminder recurring invoices? A Scheduled recurring invoice is created and optionally sent automatically, best for fixed amounts like a set retainer. A Reminder prompts you to review and send it each cycle, which suits billing that varies slightly and needs a quick check first.

Do I need QuickBooks to send recurring invoices? No. QuickBooks recurring invoices are worth it if you already use QuickBooks for accounting. If you just want to bill a few repeat clients without full accounting software, a lightweight multi-client or recurring setup achieves the same result with less overhead.

Can recurring invoices be paid automatically in QuickBooks? QuickBooks offers autopay options that can charge a saved payment method for recurring invoices, so the client is billed and charged automatically each cycle. Availability depends on your QuickBooks plan and payments setup.