Mastering Memorized Transactions in QuickBooks Online

Discover the power of QuickBooks Online and never miss a transaction again. Let's delve into how you can create and manage repeating transactions in QuickBooks Online, ensuring you receive reminders every time a transaction is due. QuickBooks Online does the heavy lifting, automatically entering your memorized transactions to save you time.

Viewing Your Memorized Transactions in QuickBooks Online

You have the ability to view your memorized transactions whenever needed. Simply navigate to the Lists menu and select Memorized Transaction List.

Crafting, Creating, and Managing Memorized Transactions

Here's a step-by-step guide to creating and managing your memorized transactions in QuickBooks Online.

Start by creating or opening the transaction you wish to memorize. Ensure you fill in all the transaction details. Keep in mind, if certain fields change per transaction, such as the Amount field for your utility bill, leave it blank.

Memorizing the Transaction

Next, head over to the Edit menu and select Memorize. You'll need to set up the details for your memorized transaction:

  • How Often: Determine the frequency of transaction reminders.
  • Remind Me: This feature adds the transaction to your Reminders list.
  • Automatically Enter: QuickBooks records the transaction when due.
  • Next Date: Specify the due date of the transaction.
  • Number Remaining: Set the number of times you plan to record the transaction.
  • Days in Advance To Enter: Choose how many days in advance you wish to enter the transaction.
  • With Transactions in Group and Group Name: Add the transaction to a memorized transaction group.
  • Show in Calendar: This option displays a reminder in your Calendar.

Using Your Memorized Transaction

To use a memorized transaction, follow these steps:

  1. Navigate to the Lists menu and select Memorized Transactions.
  2. Choose the memorized transaction you wish to use.
  3. Click on Settings ⚙️ and select Use.
  4. Make any necessary changes and then click Save.

Editing and Deleting Memorized Transactions

You can easily edit your memorized transactions in QuickBooks Online. Here's how:

  1. Go to the Lists menu and select Memorized Transactions.
  2. Select the memorized transaction you want to edit.
  3. Head over to the Edit menu and select Edit Memorized Transaction.
  4. Make the necessary changes to the transaction details and click Save.

If you wish to delete a transaction, simply select Delete Memorized Transaction.

Grouping Memorized Transactions

QuickBooks Online allows you to group memorized transactions that share the same due date. Here's how to do it:

  1. Go to the Lists menu and select Memorized Transactions.
  2. Click on Create +.
  3. Enter the group name in the Name field, ensuring you include “group” in the name.
  4. Set up the details about your memorized transaction group and click OK.

By following these steps, you'll become a pro at managing memorized transactions in QuickBooks Online, helping you streamline your financial processes and save time.

Locating Memorized Transactions in QuickBooks Online

While the memorized transaction feature is specific to QuickBooks Desktop, QuickBooks Online provides robust alternatives, particularly if you're using QBO Essentials and Plus. These versions allow you to set up recurring transactions for customers and vendors, which include checks, bills, invoices, sales receipts, estimates, and more.

Crafting a Recurring Template

Recurring templates in QuickBooks Online act as a powerful tool to automate transactions. Here's a step-by-step guide on how to create a recurring template:

  1. Accessing the Recurring Transactions Section: Click on the Gear Icon. Under the Lists category, you'll find Recurring Transactions. Select it to proceed.
  2. Creating a New Template: Once in the Recurring Transactions section, click New. You'll now have to select the type of transaction you want to create. Once you've made your selection, click OK.
  3. Naming Your Template: Now it's time to provide a name for your template. Enter your chosen Template name in the designated field.
  4. Selecting a Template Type: You have three options for your template type — Scheduled, Unscheduled, or Reminder. Choose the one that best suits your needs.
  5. Entering Transaction Information: With the type chosen, you'll need to fill in the necessary transaction information in the provided fields.
  6. Saving the Template: Finally, after ensuring all information is accurate, click Save Template.

For a deeper dive into creating templates for recurring transactions, consider checking out additional resources available online. With recurring templates, QuickBooks Online makes managing your transactions more efficient and less time-consuming.


Can you memorize transactions in QuickBooks Online?

While QuickBooks Online doesn't offer the "Memorize Transactions" feature found in QuickBooks Desktop, it does allow you to set up recurring transactions. This feature, available in the QBO Essentials and Plus versions, can automate frequent transactions, making it a powerful tool for managing your business finances.

Which transactions can you memorize in QuickBooks?

In QuickBooks Desktop, you can memorize various types of transactions such as bills, checks, invoices, and sales receipts. Essentially, any transaction that you find yourself entering regularly can be memorized for future use. In QuickBooks Online, while the "Memorize Transactions" feature isn't available, you can set up similar recurring transactions.

Where do I find memorized reports in QuickBooks Online?

QuickBooks Online doesn't offer a specific feature for memorized reports. However, you can customize your reports and save those customizations for future use. To find your customized reports, click on the "Reports" menu, then choose "Custom Reports." Here, you'll find all the reports that you've customized and saved.

How do I turn off memorized transactions in QuickBooks Online?

As QuickBooks Online doesn't have the "Memorize Transactions" feature, you can't directly turn it off. However, you can manage your recurring transactions. To stop a recurring transaction, navigate to the Gear Icon, select "Recurring Transactions" under Lists, find the transaction you want to stop, and click "Edit." From here, you can delete the transaction or adjust its settings according to your needs.

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