Quickbooks for Recurring Maintenance Agreement Payments

Currently, we use ESC to create a list of all expiring agreements. Then either mail out a renew form or email the customer. They can chose the method, while we're trying to shift most toward email, the majority are still mailed out. 

Quickbooks Desktop Enterprise is our accounting software and has the ability to setup automatic payments. It would save a lot of time if all of our agreements auto renewed if the customer did not choose to cancel 60 days prior to renewal. Has anyone utilized the recurring payments option in Quickbooks or any other service for their agreements? If so, what was your experience? How did you sync the payment to ESC?

If we can get auto payments setup, we'd consider having a monthly payment option. Let's say $19/month or save 15% with $194/yr. Have you had experience with a monthly plan?

Thank you for reading my post! Looking forward to everyone's thoughts.



  • Marlin,

    We don't have a lot SA at the moment, but have a fair number of Alarm Contracts.  We set them all up as Service Agreements in ESC so they get invoiced automagically.  If there is preventive maintenance you can also set it up to post dispatches.

    As far as I know, there is no way to "sync" payments back to ESC from QB.  Although the statement information in ESC should be correct as that does come from ESC.

    Rereading your post, I'm guessing you want to auto bill a credit card?  I'll let Scott answer that.  : )



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  • Rick is correct, there is not a way to have a payment that is received in QB sync back to ESC. The customer's balance will correctly update, but in cases of Agreements or AutoPayments over in QB, those will not communicate back to ESC to help renew your Agreements.

    If you elect to switch from QuickBooks as your accounting package, and convert over to ESC Accounting, we do have the ability to establish recurring monthly credit card payments, though Cayan integration. This would help with your agreement/contract renewals.

    If you're interested in learning more about that, you'll want to reach out to our sales team at 800-226-7529 and see if ESC Accounting is a good fit for your business!

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  • We also want to start charging automatic monthly contracts but converting over to another accounting software isn't something that is possible. I would love to see something like this in the future




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