{"id":1788,"date":"2020-01-14T09:59:10","date_gmt":"2020-01-14T09:59:10","guid":{"rendered":"https:\/\/www.oconnorcpafirm.com\/blog\/?p=1788"},"modified":"2020-01-24T22:10:38","modified_gmt":"2020-01-24T22:10:38","slug":"quickbooks-automation-tips","status":"publish","type":"post","link":"https:\/\/www.oconnorcpafirm.com\/blog\/2020\/01\/quickbooks-automation-tips\/","title":{"rendered":"Quickbooks Automation Tips"},"content":{"rendered":"\n<p>There are many ways to automate in&nbsp;<a rel=\"noreferrer noopener\" href=\"https:\/\/quickbooks.intuit.com\/\" target=\"_blank\">QuickBooks\u00ae Online<\/a>&nbsp;(QBO), but I will focus on two (2) for this article: <strong>BANK FEEDS<\/strong> and <strong>RECURRING INVOICES<\/strong>. These are both huge time savers, and the more you automate, the better your workflow process is going to be.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Automating Bank Feeds<\/strong><\/h2>\n\n\n\n<p>With bank feeds, you can make <em>rules <\/em>for frequently occurring transactions and tell QBO exactly what should happen when conditions are right. Here are three steps to automate this feature:<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/bank-ruls-quickbooks-1024x444.png\" alt=\"\" class=\"wp-image-1789\" width=\"807\" height=\"349\" srcset=\"https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/bank-ruls-quickbooks-1024x444.png 1024w, https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/bank-ruls-quickbooks-300x130.png 300w, https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/bank-ruls-quickbooks-768x333.png 768w, https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/bank-ruls-quickbooks.png 1200w\" sizes=\"(max-width: 807px) 100vw, 807px\" \/><\/figure>\n\n\n\n<ol><li><strong>Give the rule a name \u2013 usually the name of the vendor or customer.&nbsp;<\/strong>Select whether it\u2019s \u201cmoney coming in\u201d (income\/sales) or \u201cmoney going out (expenses).\u201d Then, select which account you want it to look at.<\/li><li><strong>When the transaction meets \u201cAll\u201d or \u201cAny\u201d of the conditions, choose it to look at bank text, description or amount.&nbsp;<\/strong>Then, select if it \u201ccontains,\u201d \u201cdoesn\u2019t contain\u201d or is \u201cexactly.\u201d Then, select your text or description in the blank space.<\/li><li><strong>Select the transaction type \u2013 Expense, Check or Transfer.&nbsp;<\/strong>Select the payee and give it a category. At the very bottom \u2013 and this is VERY important \u2013 choose to \u201cAutomatically add it to your books.\u201d This will take the transactions and put them into your register. You don\u2019t have to do anything else except reconcile it.<\/li><\/ol>\n\n\n\n<p>Bam! You have no work to do on these transactions except reconcile them. And, even with reconciling, if you add everything correctly, it can also take just seconds to get it done.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Automating Recurring Invoices<\/strong><\/h2>\n\n\n\n<p>The second automated feature I would like to talk about is recurring invoicing. Recurring invoicing is where you set up invoices to automatically send to your customer or client, and you don\u2019t have to do anything more than set up the recurring template.<\/p>\n\n\n\n<figure class=\"wp-block-image is-resized\"><img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/QBO-Recurring-Txn-Fig-2.png\" alt=\"\" class=\"wp-image-1790\" width=\"783\" height=\"577\" srcset=\"https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/QBO-Recurring-Txn-Fig-2.png 660w, https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/QBO-Recurring-Txn-Fig-2-300x221.png 300w\" sizes=\"(max-width: 783px) 100vw, 783px\" \/><\/figure>\n\n\n\n<p>There are a couple of ways you can set up recurring transactions. Here is one for sales receipts and invoices.<\/p>\n\n\n\n<ol><li><strong>Go to the Gear Icon, and under Lists, select Recurring Transactions.&nbsp;<\/strong>Click new on the right-hand side and select the type of template to create: an Invoice or a Sales Receipt. You\u2019ll want to select invoice if you automatically want to send an invoice for the customer to pay; select sales receipt if you\u2019re going to charge their credit card right away. If selecting invoice, you\u2019ll give the template a name (I usually put down the customer\/client name). The type will be scheduled, and you\u2019ll create the number of days in advance that you want.<\/li><li><strong>Next, you\u2019re going to select the customer enter their email and then select Automatically send emails; this, too, is very important.&nbsp;<\/strong>Select the kind of payment options they can pay by. The next section is intervals. Enter how often you want to invoice. Then, enter the start date and the end date, if applicable.<\/li><li><strong>Make sure the billing address is correct and select your terms of when you want it paid by.&nbsp;<\/strong>Then, you\u2019ll enter the invoice details. And, that\u2019s it for invoicing. Your invoice will automatically be sent to your customer.<\/li><\/ol>\n\n\n\n<p>Now, if you want to send a sales receipt, you will be charging their card \u201cAutomatically\u201d and sending it out automatically. And, you will follow the steps as you did with the invoices.<\/p>\n\n\n\n<p>Another way you can set up a recurring invoice or sales receipt is by going into Sales in the left navigation bar. Create an invoice or sales receipt, depending on if the customer is paying on their own or you\u2019re automatically charging their card. After saving the invoice or sales receipt at the bottom, there is a tab for <em>\u201cmake recurring.\u201d<\/em> Select this and follow the rules above for setting it up. And, boom, you have now created an invoice or sales receipt to automatically be sent to the customer\/client.<\/p>\n\n\n\n<p>These two automation tools in QBO can save hours of work.  In today&#8217;s hectic world, I find that the most precious resource we have is time.  Increasing our valuable time with automated processes is a priceless commodity.  <\/p>\n","protected":false},"excerpt":{"rendered":"<p>QBO has many ways to automate your operations and this posts focuses on two: Bank Feeds and Recurring Invoices<\/p>\n","protected":false},"author":3,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[67,72,7,71,10],"tags":[46,98,154],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Quickbooks Automation Tips - O&#039;Connor CPA Firm<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.oconnorcpafirm.com\/blog\/2020\/01\/quickbooks-automation-tips\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Quickbooks Automation Tips - O&#039;Connor CPA Firm\" \/>\n<meta property=\"og:description\" content=\"QBO has many ways to automate your operations and this posts focuses on two: Bank Feeds and Recurring Invoices\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.oconnorcpafirm.com\/blog\/2020\/01\/quickbooks-automation-tips\/\" \/>\n<meta property=\"og:site_name\" content=\"O&#039;Connor CPA Firm\" \/>\n<meta property=\"article:author\" content=\"https:\/\/www.facebook.com\/lorrie.toillion\" \/>\n<meta property=\"article:published_time\" content=\"2020-01-14T09:59:10+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-01-24T22:10:38+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.oconnorcpafirm.com\/blog\/wp-content\/uploads\/2019\/12\/bank-ruls-quickbooks-1024x444.png\" \/>\n<meta name=\"author\" content=\"Lorrie Toillion, CFP\u00ae\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Lorrie Toillion, CFP\u00ae\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.oconnorcpafirm.com\/blog\/2020\/01\/quickbooks-automation-tips\/\",\"url\":\"https:\/\/www.oconnorcpafirm.com\/blog\/2020\/01\/quickbooks-automation-tips\/\",\"name\":\"Quickbooks Automation Tips - 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