Setting up for automatic charge entry

If you bill the same charge to a group of customers on a regular basis, you can set up QuickBooks to enter the charges automatically when it's time to send out your statements. For example, a property management company could enter monthly rents automatically. A health club could enter membership fees automatically.

To set up for automatic charge entry:

  1. For your first billing, enter the statement charges for each customer.

    How to enter statement charges

    Tip: If you have many customers that you want to enter charges for at once, you may find it faster to enter the charges in your Accounts Receivable (A/R) register instead of the individual customer registers.

  2. Create a memorized transaction group for the statement charges:
    • Choose Lists > Memorized Transactions. Choose Make New Group from the Action pop-up menu.
    • Enter a name that describes the statement charges. For example, “Monthly rents.”
    • Click Automatically Enter.
    • From the How Often list, choose how often you want QuickBooks to enter the charges (Weekly, Monthly, etc.).
    • In the Next Date field, enter the NEXT service date in your billing cycle. For example, if the service date for the statement charges is February 1st and you bill monthly, you would enter March 1st.
  3. In the A/R register (or the individual customer registers), memorize each statement charge that you entered:
    • In the register, click the statement charge.
    • Choose Edit > Memorize Stmt Charge.
    • (Optional) In the Memorize Transaction window, change the name of the transaction. This affects how QuickBooks lists the transaction in the Memorized Transactions list — it does not affect the transaction itself.
    • Click “With Transactions in Group.”
    • From the Group Name list, choose the memorized transaction group you just created.

When you have finished

QuickBooks automatically enters the statement charges for each billing cycle. All you have to do is print and mail the statements.

As your list of customers changes, you'll need to update the memorized transaction group. For details, see: