Modifying Quickbooks Recurring Payments

David Spigelman
David Spigelman used Ask the Experts™
on
Using Quickbooks 2019 Pro, Desktop, along with their merchant services. If you have an order set up for recurring payments, and the client adds several new users to their service,  is there a way to update that recurring payment to reflect the new services? (eg. a client buys 5 email licenses, and we set up a recurring payment for 5 units at $X/ea. Now they want to add a 6th license. Is there a way to update that recurring payment?)
Comment
Watch Question

Do more with

Expert Office
EXPERT OFFICE® is a registered trademark of EXPERTS EXCHANGE®
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
You need to open up the payment, modify it, and then resave it as the (same) recurring payment.

That is the way to manage all QuickBooks recurring items (reports, payments, invoices and so on)

Payments and invoices are transactions and the transaction must be edited to change it and then (as above) replace it in the saved location.
David SpigelmanPresident / CEO

Author

Commented:
Are you talking about a recurring payment (which is through their Merchant Services platform, and automatically charges the client on a regular basis), or just a memorized transaction? Because my issue isn't with memorized transactions. It's when you create a recurring payment that gets locked in the merchant services platform.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Remove the recurring payment in QuickBooks.  Then modify the payment transaction and set it up as recurring again.

From your description above, it says the recurring payment is in QuickBooks.
Ensure you’re charging the right price for your IT

Do you wonder if your IT business is truly profitable or if you should raise your prices? Learn how to calculate your overhead burden using our free interactive tool and use it to determine the right price for your IT services. Start calculating Now!

JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Also and for clarity, a recurring payment is a form of memorized transaction. So that is what you need to rememorize
David SpigelmanPresident / CEO

Author

Commented:
Sorry if I'm being dense here, but one of us isn't getting it - I'm very willing to accept that it might be me. When I create a new transaction, and click Recurring Payments, I'm prompted to create the whole payment there. It also asks whether the payment is going to be an Itemized List or Amount Only. It does not seem to automatically pick up what's in the invoice I created, and use that for the list. I have to specify it again in the Online portion.

Now, when, at some point in the future, I want to update the payment, if it's set for itemized list, I don't seem able to change the price or the quantity. I can change it in the invoice itself, but that doesn't seem to transfer to the online recurring transaction. The only way I've figured out how to manage this at all is to make sure that the Recurring Payment is set for Amount Only. This allows me to change the amount.

So I'm trying to better understand what's going on, and how to manage this. Right now I've got a number of recurring payments that I can't do anything to update. I'll have to actually delete them and recreate them, and then, it seems, I need to make sure that I do it as Amount Only. What I'm trying to figure out is whether there actually is a way to modify it without having to do this.
Business Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018
Commented:
Since payments are a transaction, then yes, as far as I know (and I have been using QuickBooks for quite a long time), you have to re-create the payment.   Actually, I think you mean Bill, because payment is just the payment of an existing Bill. But either way they need to be re-created
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
Thank you and I was pleased to work with you.  Good luck going forward.
David SpigelmanPresident / CEO

Author

Commented:
Thanks, John. In truth, you really just told me what I guess I already didn't want to hear. I have to delete the automatic payment, along with all its transactional history, modify the memorized invoice, and then have it recreate the recurring payment, along with re-entering all the invoice data a second time, if I want it to show up in the payment. That's poor design. It should be able to pass the information along to the online service, and modify the data accordingly, automatically. But it doesn't. So I'm just going to keep using the recurring payment as Amount Only, instead of with an itemized list, because I can change the amount. It's a pain, but that's what I sort of figured I was going to have to do. I was just hoping for a better way.

Anyway, thanks for your help.
JohnBusiness Consultant (Owner)
Most Valuable Expert 2012
Expert of the Year 2018

Commented:
There may be some time in the future as QuickBooks Online takes hold that it may do something like this.

Do more with

Expert Office
Submit tech questions to Ask the Experts™ at any time to receive solutions, advice, and new ideas from leading industry professionals.

Start 7-Day Free Trial