Delayed Charges in QuickBooks Online

A delayed charge is a charge that will be billed to a customer at a later date.

It’s a “non-posting” transaction, meaning it will not affect your reporting. You can use delayed charges to record future transactions you know will happen without affecting your Accounts Receivable.

Quick Instructions:

Create a delayed charge:

  1. Click the +New button in the upper left corner
  2. Click Delayed charge under CUSTOMERS
  3. Fill in the Delayed Charge screen
  4. Click Save and close

Apply Delayed Charge to an Invoice:

  1. Delayed charges will appear on the right after selecting a customer
  2. Click Add on the charge you’d like to apply to the invoice 

Keep reading for a complete walkthrough with screenshots:

How to Create a Delayed Charge

To create a delayed charge click the +New button in the upper left corner. Click Delayed charge at the bottom of the CUSTOMERS column.

Delayed charge in the + New menu in QBO.

The Delayed Charge screen looks like a simplified invoice. Your only options are…

  • Customer
  • Delayed Charge Date
  • Delayed Charge no. (optional)
  • Tags (optional)

Add products/services like you would on an invoice.

Creating a Delayed Charge in QBO.

When you’re finished click the green Save and Close button.

Once you’ve created your delayed charge you can add it to a future invoice.

Add a Delayed Charge to an Invoice

When creating an invoice your delayed charges will appear to the right after you select the customer. 

Adding a delayed charge to an invoice in QBO

Click the Add link on the charge to add to the invoice. You can then add anything else to the invoice if you like and Save when done.

Delayed Charge in a Customer’s Account

When you create a delayed charge it will appear in the customer’s transaction list with a type of Charge.

A delayed charge in a customer's transaction list in QBO.

In my example above the charge has a status of Closed because it’s been applied to an invoice. If it had not yet been added to an invoice its status would be Open.

If you open a closed charge it will have a Linked Invoice link at the top. If you click on that it will show you the date and number of the linked invoice.

Viewing the invoice a Delayed Charge is linked to in QBO.

You can click on the date to open the linked invoice.

The invoice will have a link to any linked charges at the top (just like the charge had a link to the invoice). You’ll see also see a little chain link icon for any product/service that’s linked to a charge. You can click that icon and it will show you information for the charge it’s linked to.

An invoice with charges linked to it in QBO

You now know how to create a delayed charge in QuickBooks Online and add it to an invoice. Check out the video below if you prefer to watch a walkthrough.

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This content is for information purposes only and should not be considered legal, accounting, or tax advice, or a substitute for obtaining such advice specific to your business. Additional information and exceptions may apply. Applicable laws may vary by state or locality. No assurance is given that the information is comprehensive in its coverage or that it is suitable in dealing with a customer’s particular situation. Gentle Frog, LLC does not have any responsibility for updating or revising any information presented herein. Accordingly, the information provided should not be relied upon as a substitute for independent research. Gentle Frog, LLC does not warrant that the material contained herein will continue to be accurate, nor that it is completely free of errors when published. Readers and viewers should verify statements before relying on them.

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