Frequently Asked Questions

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General Recur360 Info

Recur360 is a web based platform that automatically generates Invoices and Payments, posts those transactions into QuickBooks Desktop or Online and emails the customer a copy of the receipt.

Recur360 was created to simplify how a company creates and manages Recurring Invoices and Payments

  • In QuickBooks desktop you have to manage Recurring Credit Card charges in the Intuit Payments Module, Recurring Invoices in the Memorized Transactions Module and automated ACH payments are non-existent and have to be run manually requiring user intervention.
  • In QuickBooks desktop there is no way to automate Invoice delivery via email unless you are logged into your PC, have QuickBooks open and connected to your Outlook or SMTP server.
  • In QuickBooks Online all recurring transactions with automatic Credit Card payments are entered in as Sales Receipts but all recurring invoices with a balance due are created as Invoices. This means you are creating/managing transactions differently based on how the client is going to pay you which is inefficient.
  • In QuickBooks Desktop or Online if the Credit Card or ACH fail then the transaction isn't created at all.
  • In either version of QuickBooks if you aren't using Intuit Payments, then there is no automated Credit Card Processing, ACH, or eCheck.
  • In either version of QuickBooks you can only store one Credit Card as a payment method, not multiple.
  • In QuickBooks Desktop Memorized Transactions don't run unless you are logged into QuickBooks.
  • In QuickBooks Desktop you have to download the Payments processed in the Intuit Payments Recurring Credit Card module requiring user interaction to post the payments against the Memorized Invoices.
  • In QuickBooks Desktop when creating a Recurring Credit Card transaction you cannot modify the Item price or description. You also cannot change the items on an existing transaction, rather, you have to delete, recreate it, and re-enter in the credit card information.
  • In QuickBooks Desktop there is no automated ACH processing (there is in QuickBooks Online).
  • With QuickBooks Desktop Recur360 uses the QuickBooks Web Connector to facilitate the synchronization of data.
  • With QuickBooks Online Recur360 integrates directly through the QuickBooks Online Web API.
  • After signing up for Recur360 the very first step is to connect your account to your QuickBooks Desktop via the QuickBooks Web Connector or to provide your QuickBooks Online login credentials and approve Recur360 as a QuickBooks Online App.
  • Recur360 then syncs in the following lists (Customers, Items (Non-Inventory Products, Services, Other Charges), Sales Tax Codes, Sales Tax Items, Classes, Locations (QuickBooks Online) and Sales Reps (QuickBooks Desktop)).
  • When a recurring Invoice and/or Payment is generated in Recur360 a matching Invoice and/or Received Payment is posted into QuickBooks in the Invoices or Received Payments module.
  • Each transaction posted to QuickBooks is appended with the Recur360 Transaction ID in the Memo field so that you can Search for Recur360 transactions inside of QuickBooks.
  • When an Invoice is being posted into QuickBooks, QuickBooks will generate an Invoice # and then during the sync that Invoice # will be written back into the Recur360 Transaction as a cross reference so that QuickBooks Invoice #'s are searchable in Recur360.
  • If you add/modify a Customer in QuickBooks, during the next Sync those additions or modifications will be written to Recur360.
  • If you add/modify a Customer in Recur360, during the next Sync those additions or modifications will be written to QuickBooks.
  • If you update an Invoice in QuickBooks that was originally generated by Recur360 by adjusting the Balance Due, applying a Received Payment or applying Credit Memo, the balance due will then be written back to Recur360 for that transaction during the next sync. This allows you to continue to receive and apply payments in QuickBooks or make changes to transactions and make Recur360 aware if there is still a balance due or not.

Currently Recur360 can integrate with QuickBooks Merchant Services (Intuit Payments) for both QuickBooks Desktop and Online, Elavon via Converge, Authorize.net and Stripe.

Payment Processing

We can generally add any processor with an Encrypted Payment API within 1 ~ 2 weeks upon request. Authorize.net can integrate with any existing Payment Processor and therefore can be used as a Gateway already which means you just need to create an Authorize.net account and back end it into your processor.

Recur360 will automatically begin processing the day's transactions at 2:01 AM CT daily.

We currently can process ACH or eCheck via Intuit Payments and Authorize.net.

For PCI compliance and general security Recur360 DOES NOT store any Credit Card or Banking data in our system. When entering it into a Customer Account we encrypt the information and pass it directly to the Credit Card Processor. The processor then write's back an encrypted token to Recur360 linking the Customer information to the record with the processor and that is used as the link for processing.

Recur360 will then show the last 4 digits of the Credit Card or Bank account for reference.

In order to change Credit Card or Bank information under a customer you need to delete the old payment method and add in a new method which will then be encrypted and passed to the processor and back.

Yes you can store multiple credit cards or multiple bank accounts within any customer.

There is no limit in Recur360 for the number of customers or transactions.

Customizing Transactions

You can create as many recurring transactions per customer as you wish.

For every Recurring Invoice in Recur360 you can set the recur interval, number of times to recur until it stops or to stop recurring on a certain date.

Recur360 will still process the Invoice and post it to QuickBooks. The Customer will be emailed the Invoice and state that the Payment Failed. The Invoice will show under Reports for Invoice Errors and have a Process Payment now button for you to try and reprocess the payment at a later date.

We have three email templates that you can customize the verbiage on. The intent is to keep them very simple. If you need to send a more elaborate email or template you can generate and email that from QuickBooks.

Your Account

Currently with a single login per Recur360 account a client can be logged in multiple times on different computers so that your staff can make changes at the same time. There is no additional fee for this.

If you disconnect your QuickBooks Desktop or Online data file from Recur360 all Customers, History and Recurring transactions will be deleted from our system.

Contact us if you need to do this so you don't lose any data!

Recur360 connects directly with QuickBooks Online via the web API. When an Invoice or Payment is generated in Recur360 it will write those transactions over to QuickBooks Online immediately. Recur360 will then also search QuickBooks Online for any changes to Customer or transactions created from Recur360. Otherwise once daily Recur360 will automatically sync with QuickBooks Online.

Recur360 connects with QuickBooks Desktop via the QuickBooks Web Connector. Built into the QuickBooks Web Connector is a setting to schedule the sync every 30 minutes or more, or to Manually sync upon request. When transactions are created in Recur360 or changes or additions to customers, they are written into the sync log and will sit there until the QuickBooks Web Connector runs again.

There is a Push Transactions button in the left card that will manually process any Transactions waiting to process for that day, if they have not processed already, i.e., because you created it today and want it to process immediately.

Recur360 has a Prorate option on every Recurring Invoice. This allows you to Prorate the Price on the Items for the remainder of the Current month and process an invoice on the day you set it to Start, then on the next Renewal date it will process the full amount on the items.

Creating/Editing Customers

Create new Customer in Recur360:

  1. In Recur360 go to the "Customers" module and click "Add new Customer", enter in their information and Save.
    • You will not be able to enter in any Credit Card / ACH data for the customer until the QuickBooks Web Connector syncs that new customer from Recur360 into QuickBooks so that QuickBooks can then write back a Unique ID for that customer (which we then use to pass to Intuit Payments or other Merchant Processors to tie the payment method to that customer).
    • On your Desktop, open the QuickBooks Web Connector, click the check box next to the Application for Recur360 and then click the "Update Selected" button so that a sync is initiated.
  2. After the sync is completed go back to the "Customers" module in Recur360 and find the customer. Click on the Customer's name to open their Profile. Click on the "Edit Customer" button in the upper right corner and then enter in the Credit Card / ACH Payment Details and Save it. This will then write the payment method to the Merchant Processor.
  3. Then you can create new Recurring Invoices.

Create new Customer in QuickBooks Desktop:

  1. Create the new customer in QuickBooks Desktop and Save.
  2. Login to Recur360 and go to the "Sync Status" module. In the upper right corner click on the button to "Sync with QuickBooks".
  3. On your Desktop, open the QuickBooks Web Connector, click the check box next to the Application for Recur360 and then click the "Update Selected" button so that a sync is initiated.
  4. After the sync is completed go back to the "Customers" module in Recur360 and find the customer. Click on the Customer's name to open their Profile. Click on the "Edit Customer" button in the upper right corner and then enter in the Credit Card / ACH Payment Details and Save it. This will then write the payment method to the Merchant Processor.
  5. Then you can create new Recurring Invoices.

Either way, the QuickBooks Web Connector must sync the new Customer between Recur360 and QuickBooks Desktop before you can enter in any Payment details and save them.

When you Edit a customer in Recur360 or QuickBooks Desktop it will update that Customer in on both platforms the next time the QuickBooks Web Connector runs.

Create new Customer in Recur360:

  1. In Recur360 go to the "Customers" module and click "Add new Customer". Enter in their information and Payment details and click Save. This will sync the Customer into QuickBooks online as well as write the Payment method to the merchant processor.
  2. After the sync is completed you can create new Recurring Invoices.

Create new Customer in QuickBooks Online:

  1. Login to QuickBooks Online, go to the "Customers" module and click on the "New customer" button, enter in their information and click save.
  2. In Recur360 click on the "Sync Data" button in the left card to add the new Customer to Recur360.
  3. After the sync is completed go to the "Customers" module in Recur360 and find the customer. Click on the Customer's name to open their Profile. Click on the "Edit Customer" button in the upper right corner and then enter in the Credit Card / ACH Payment details and Save it. This will then write the payment method to the merchant processor.
  4. Then you can create new Recurring Invoices.

When you Edit a customer in Recur360 it will update that Customer in QuickBooks Online immediately. If you Edit a customer in QuickBooks Desktop it will update that customer in Recur360 the next time the Sync Data runs or if you manually run it.

QuickBooks Web Connector Errors