Recurring Invoices

[devham]

I am looking for a service or better way to accept payments for recurring services. Right now I use QuickBooks (desktop) and have it automatically memorize the transaction. At the end of the week I will use the send forms options to email the clients the invoices. These are all monthly services that they have subscribed to.

What I want it a way to have the invoices automatically emailed with an option to have them pay online with a credit card so that I can get paid quicker from them. Ideally I would like it to sync back to QuickBooks for accounting purposes.

I was looking at Square as they have an automated invoicing service but am not sure if it will work as I have never used it. Is anyone using Square or another service?

 

[Diggs]

What I want it a way to have the invoices automatically emailed with an option to have them pay online with a credit card so that I can get paid quicker from them. Ideally I would like it to sync back to QuickBooks for accounting purposes.

Those are all features of QuickBooks Online. Are they not built into the QuickBooks desktop somewhere?

 

[devham]

Those are all features of QuickBooks Online. Are they not built into the QuickBooks desktop somewhere?

No they don't have it in the desktop version that I know of. I have looked in to QuickBooks Online but my accountant is reluctant to switch so it isn't an option right now unfortunately.

 

[Diggs]

QuickBooks desktop users are never comfortable with the Online version at first but there are many benefits - some you are looking at. (...and accountants never like change. Who ever you are using needs to be more current or suggest a better way.) I can send an invoice to a customer standing in front of him and see him get it on his email. I can look at all customer's history on my phone while I'm sitting talking to them. Transactionally based data backup is a given. On course accepting credit cards and reoccurring invoices are there also. Very slow uptake of QuickBooks Desktop users to Online but there are many advantages.

 

[4ycr]

I use Xero for this. They also integrate with a lot of payment systems

 

[acscva]

RepairShopr works great for me.

 

[thecomputerguy]

I use Freshbooks, the client can even store the CC info if they choose to.

 

[twincountycomputers]

Someone else on here recommended WHMCS in another thread somewhere. I set it up 2 years ago and use it purely for the recurring invoices emailed automatically that customers have the option of then paying on the site with a credit card (although I have found 95% of them prefer to mail or bring in payment. it can be used to integrate and automate web hosting but I don't use those features.

 

[MotzTech]

We also use WHMCS

 

[dorijan21]

I use Stripe.

 

[Agent Havoc]

I use repairshopr and (invoice simple (mobile app))

 

[BennyDenny]

I've been looking into RepairShopr and even started a trial. Personally, I'm not so convinced. Here's what I'm using currently and it is completely free. Other than the small charge for credit card processing, but even Sqaure and Swipe have those. https://www.waveapps.com/

 

[Slaters Kustum Machines]

I've been looking into RepairShopr and even started a trial. Personally, I'm not so convinced. Here's what I'm using currently and it is completely free. Other than the small charge for credit card processing, but even Sqaure and Swipe have those. https://www.waveapps.com/

Is there something specific about RepairShopr that you have an issue or question with? We have been using it for a few years and it's great. Much, much more than just invoicing.

 

[SoloCon]

https://quickbooks.intuit.com/payments/
Been using it for a few years now. I use the Quick books desktop "Pay as you go" option. Handles my reoccurring invoices just fine, sends the customer a receipt and the funds are in my account within 2 days. Works just as well as Square and Swipe within an app out for both Apple and android so you can take payments in the field as well.

Everything gets synced with QB.

 

[Choppie]

I just bought FusionInvoice and will be trying it out but there is a free version called InvoicePlane. Has anyone ran across them? SugarCRM is also something I looked at but its more than I want to spend. I want something that I can install on my own server and not be paying monthly fees. Self Hosted CRM one time fee to buy a license.

 

[ElementalWindX]

I'll put in a vote for repairshopr. Use to be with mhelpdesk. Glad I jumped ship. They got too big too fast and feel like they stopped development completely.

Repairshopr has only a couple minute negs about them and they are so minute I can't even remember them right now. Really enjoying using them. Looking forward to seeing them grow.

 

[HCHTech]

https://quickbooks.intuit.com/payments/
Been using it for a few years now. I use the Quick books desktop "Pay as you go" option. Handles my reoccurring invoices just fine, sends the customer a receipt and the funds are in my account within 2 days. Works just as well as Square and Swipe within an app out for both Apple and android so you can take payments in the field as well.

Everything gets synced with QB.

I use QB Desktop with memorized transactions now. I have some questions about the pay-as-you-go option since you use it:

1. Do they take their fee out of the transaction?
2. Do they batch transactions (i.e. you get one deposit per day into your account)?
3. Do you get a reconciliation of the deposits?
4. How hard is it to kill one upcoming invoice without stopping the stream of future invoices?

I'm concerned that these automated services will lead to a reconciliation nightmare. Also, If I visit a recurring customer for another reason, they will often offer to prepay the next recurring invoice while I'm there - If I let them do this, it means I have to stop the next invoice, but keep the future ones going.

The combination of these things is what has kept me from automating recurring invoices any further beyond memorized transactions.

 

[Choppie]

Believe it or not, I started using Quicken back when it first came out, I got it on 2 floppy discs, and loaded on my windows 3.11 for work groups, running DOS 6.1 Started it up from the command line until I made a batch file with a short cut. I was in the NAVY down in Key West, FL, bought some condos and started the room-mate thing by renting out rooms. Being obsessive with details, I found Quicken and it was even able to do online "BIL PAY" using some 3rd party company. Over the years, it became Quicken for Home/Business and slowly morphed into a (hook your wallet) company Intuit. Forcing updates even though some clients choose not to use the online connection to the bank which was like a 14 dollar charge. So these days, I've dumped the landlord nightmare and focusing on my computer business, of which I'm the only tech . So my needs are no where near what you guys are doing, and I like total control of my data and software, so I choose to go with a self hosted option by installing it directly on my webserver. I wanted to totally avoid the monthly fees, it is a major claustrophobic feeling to me--for lack of a better word. What I've just started using, is the FusionInvoice, and the only issue so far is managing inventory and assigning products to invoices in a smooth operation without my cost showing up on the invoice. I can associate the item to an invoice and hide it, but then have to add the item manually to the invoice to charge the sale price. In simple terms, its an invoicing system that works very well, and I'm just trying to shoehorn my method of workflow into the system by adding a warehouse/inventory component in the mix. The good thing about this is the developer is very accessible via email, and very nice to converse with. I guess for those who have a very tight budget and very small shop, this may be an option to test out. I'm the type that obsesses over details and keeping records for later review but also like to keep things SIMPLE. Just some thoughts.

 

[thankgod]

hi all - we are looking to change our invoicing system as well - we are still creating invoices manually! irks!

for those running whmcs, are you running this via a public or private IP?

at present, it seems to be a toss up between whmcs and repairshopr

we are a team of 9 and at present, we have solarwindsmsp + commitcrm ... so are on the lookout for an invoicing system

 

[Choppie]

hi all - we are looking to change our invoicing system as well - we are still creating invoices manually! irks!

for those running whmcs, are you running this via a public or private IP?

at present, it seems to be a toss up between whmcs and repairshopr

we are a team of 9 and at present, we have solarwindsmsp + commitcrm ... so are on the lookout for an invoicing system

The guy that is developing FusionInvoice, has previously released his original version out as open source. It is called InvoicePlane. Its totally free and very clean, simple and mobile device friendly. You can have several tech accounts and unlimited clients/invoices/quotes. You can go there and test out the demo... very simple but works. Just an option if you're on a tight budget, you install it on your own domain like you would any other self hosted program. yourdomain.com/invoiceplane OR you can use a subdomain like invoiceplane.yourdomain.com. you can name the dir anything you want and i choose clients. so its mydomain.com/clients and it presents you with a login. Just some ideas for you. If you have 9 techs and doing some pretty good business, I have heard nothing but good comments on repairshoper which is maybe worth the monthly fee.