Help CenterRecur360 allows you to edit a recurring invoice (if the user has permission to edit invoices).
Open the recurring invoice to be edited.
In the top section of the recurring invoice, you can edit the Plan, Description Interval, Start and End Date, Terms, and Location (QuickBooks Online). For QuickBooks Desktop you can set the class GL account, PO number and sales rep.
QuickBooks Desktop look:
On the right in the top of the light blue section, you can edit the option to automatically process a payment, change the payment method, add a new payment method, and adjust when to process the payment.
In the middle of the light blue section, you have the options to:
Prevent the Setting to Automatically Process Payment from Automatically Turning On or Changing Payment Method:
- If this setting is enabled the recurring invoice will only charge the payment method listed on the recurring invoice, even if the default payment method is changed in the edit customer section. If enabled, you will need to edit the payment method in the recurring invoice to have it change. This setting comes in helpful if you have multiple recurring invoices billed to different payment methods, to make sure there is not an accidental change.
Automatically generate Invoice with a Manual Payment into QuickBooks without processing an actual Credit Card or Bank ACH/EFT:
- Enabling this setting will record a payment into QuickBooks/ Recur360 that does process the payment through Recur360Pay. Please be careful if enabling this feature to make sure the customer payment has been received by another method.
Payment Method Type:
- By default, this setting will show what payment method is being used.
Prorate or Backdate The Next Invoice:
-Selecting this option allows you to generate an invoice today and prorate some items.
Set the start date to today's date. For this example, we are having the invoice start on the 11th of August and continue to run on the 1st day of each month.
Then choose which items you want prorated or not prorated by clicking the item.
Note: If the item is not prorated the invoice will show for the total item on today's invoice, as well as a full charge for the next invoice, unless it is set to delete after one occurrence.
To choose which items are not to be prorated, click the item and select don't prorate.
You will also see that the invoice details will be updated as well.
Depending on the option set in the account settings page the wording for the next option will be one of the following.
- Do Not Have RECUR360 Automatically Apply Unapplied Payments/Credits:
-Enabling this setting will make any unapplied payments or credits for the customer a manual process to apply. This will prevent any accidental credit, or payments intended for another invoice from being applied automatically.
- Have RECUR360 Automatically Apply Unapplied Payments/Credits:
- This will apply any unapplied payments/credits showing for the customer to the next invoice that is created.
Override Default Convenience Fees Settings:
-This setting will allow you to manually choose whether to have convenience fees or not, regardless of the convenience fee setting in the account settings.
In the bottom of the light blue section, you will be able to change the email settings.
Email Recurring Invoice and Payment to Customer through Recur360:
- This setting allows Recur360 to email the invoice along with any payment notifications to the customer. If this option is not selected the invoice and payment will be processed, but there will be no email sent to the customer about it.
Email Recurring Invoice (With Payment Failure) to the customer through Recur360 if the payment fails to process:
-In the event that the payment fails to process the customer will receive the invoice and the payment failure email.
Send Emails Based On Due Date:
-You can select when to send the invoice reminder emails. You can have them go out just once, or at a selected interval, before or after the due date has been reached.
If not selected there will be no invoice reminder emails sent.
The middle of the invoice is where you will see the items. You can add new items or edit existing items. To edit the item, click the line item.
You will be able to edit the product/service in this section, quantity/amount to charge, if you would like to delete the line item automatically, and taxes associated with the selected item.
If you would like to stop/end the recurring invoice it can be done in a few different ways.
The first way is changing the end date. This is extremely helpful if you know when it needs to end, and do not want to go back in and make it inactive.
The second way is to click the options button at the top right and click 'Make Inactive'.
This will move the invoice to the completed section, and you can verify it is inactive in the customer by the yellow badge. This comes in handy if you would like to stop the recurring invoice but have access to either restart it in the future, or see the details of how it was set up.
The third way is not recommended, but you can choose to delete the recurring invoice altogether.
Deleting the recurring invoice will clear it from the customer menu completely. This option is used more to clean up old recurring invoices that are not needed to be accessed any longer.