Setting Up Recurring Invoices

Setting Up Recurring Invoices

Recurring invoices allow you to automate the billing process for customers who require regular, repeated invoicing. This feature is perfect for subscription services, monthly retainers, rent collection, or any recurring billing scenario. This guide will walk you through setting up your first recurring invoice in EquiBillBook.

What are Recurring Invoices?

Recurring invoices are templates that automatically generate sales invoices at specified intervals. Instead of manually creating the same invoice every month, week, or day, you set it up once and the system generates invoices automatically based on your schedule.

Accessing Recurring Sales

To create a new recurring invoice:

1. Navigate to the Sales module from the main menu
2. Click on Recurring Sales or Recurring Invoices
3. Click the "Add Recurring Sale" or "Create New" button

Basic Recurring Invoice Information

Start by filling in the essential details:

• Display Name: Give your recurring invoice a descriptive name (e.g., "Monthly Subscription - Customer ABC")
• Customer: Select the customer who will receive these recurring invoices
• Branch: Select the branch/location (if using multi-branch setup)
• Invoice Date: Set the date for the first invoice
• Status: Choose Draft, Active, or Hold status

Adding Items to Recurring Invoice

Add the products or services that will be included in each recurring invoice:

1. Click "Add Item" or search for items in the item field
2. Select the item from the dropdown or search results
3. Enter the quantity for each item
4. The unit price will be populated automatically based on item settings
5. Adjust prices if needed (based on your permissions)
6. Repeat for all items to include in the recurring invoice

Configuring Recurrence Settings

Set up how often the invoices should be generated:

• Repeat Every: Choose the frequency unit (Day, Week, or Month)
• Repeat Every Number: Enter how many days/weeks/months between each invoice (e.g., 1 for monthly, 2 for bi-monthly)
• Start Date: The date when the first invoice should be generated
• End Date: The date when recurring invoices should stop (optional)
• Never Expires: Check this if you want the recurring invoice to continue indefinitely

Payment and Tax Configuration

Configure payment and tax settings similar to regular invoices:

• Payment Terms: Select payment terms for the invoices
• Tax Settings: Tax will be calculated automatically based on item and customer tax settings
• Discounts: Apply any discounts that should be included in each invoice
• Additional Charges: Add shipping charges, handling fees, or other recurring charges

Additional Details

You can add:

• Notes: Add internal notes or customer-facing notes that will appear on each invoice
• Terms and Conditions: Add payment terms or other conditions
• Shipping Address: Enter delivery/shipping address if different from billing address
• Attach Document: Upload any supporting documents

Saving the Recurring Invoice

Once all information is entered:

1. Review the recurring invoice summary and totals
2. Verify the recurrence pattern and dates
3. Click "Save" to save the recurring invoice
4. If status is set to "Active", invoices will be generated automatically based on the schedule

Recurring Invoice Status

Recurring invoices can have different statuses:

• Draft: Recurring invoice is saved but not active
• Active: Recurring invoice is active and will generate invoices automatically
• Hold: Recurring invoice is temporarily paused
• Inactive: Recurring invoice is deactivated and will not generate new invoices

Tips for Setting Up Recurring Invoices

• Use descriptive display names to easily identify recurring invoices
• Double-check the recurrence pattern before activating
• Set an end date for time-limited subscriptions or contracts
• Verify customer details and item prices before saving
• Test with a draft status first before activating
• Review the next invoice date to ensure it's correct
• Keep notes updated if there are special terms or conditions

What Happens After Setup?

After setting up a recurring invoice:

• The system will track the next invoice generation date
• Invoices will be automatically generated based on the schedule (when active)
• You can view all generated invoices from the recurring invoice details
• You can edit or stop the recurring invoice at any time
• Each generated invoice can be managed like a regular sales invoice

Need Help?

If you encounter issues while setting up recurring invoices:

• Ensure you have proper permissions to create recurring invoices
• Verify that customers and items are properly set up
• Check that your recurrence dates are valid
• Contact support if you need assistance with specific features

Recurring invoices are a powerful way to automate your billing process. Once set up correctly, they save significant time and ensure consistent billing for your recurring customers.