Stopping Recurring Sales

Stopping Recurring Sales

There are various reasons why you might need to stop a recurring invoice. This guide explains the different ways to stop recurring sales in EquiBillBook, when to use each method, and what happens when you stop a recurring invoice.

When to Stop Recurring Sales

Common scenarios for stopping recurring sales include:

• Customer cancels their subscription or service
• Contract or agreement has ended
• Temporary pause needed (e.g., customer on hold)
• Price or terms need to be updated (stop and recreate)
• Customer requests to stop recurring billing
• Business decision to discontinue a service
• End date has been reached

Methods to Stop Recurring Sales

There are several ways to stop recurring invoices, each with different effects:

• Set Status to Inactive: Permanently stops invoice generation
• Set Status to Hold: Temporarily pauses invoice generation
• Set End Date: Automatically stops when end date is reached
• Delete Recurring Invoice: Removes it completely (use with caution)

Method 1: Setting Status to Inactive

This permanently stops the recurring invoice from generating new invoices:

1. Navigate to Recurring Sales
2. Select the recurring invoice you want to stop
3. Click "Edit" or "Change Status"
4. Change the status to "Inactive"
5. Save the changes

What happens:

• No new invoices will be generated
• The recurring invoice remains in the system for historical reference
• Previously generated invoices are not affected
• You can reactivate it later if needed

Use when: You want to permanently stop the recurring invoice but keep it for records

Method 2: Setting Status to Hold

This temporarily pauses invoice generation:

1. Navigate to Recurring Sales
2. Select the recurring invoice
3. Click "Change Status" or "Put on Hold"
4. Set status to "Hold"
5. Save the changes

What happens:

• Invoice generation is paused
• You can resume it later by changing status back to "Active"
• The Next Invoice Date is preserved
• Previously generated invoices are not affected

Use when: You need a temporary pause (e.g., customer on vacation, service suspended)

Method 3: Setting an End Date

This automatically stops the recurring invoice when the end date is reached:

1. Edit the recurring invoice
2. Uncheck "Never Expires" if it's checked
3. Set an End Date to when you want it to stop
4. Save the changes

What happens:

• The recurring invoice will continue generating invoices until the end date
• After the end date, no new invoices will be generated
• The status may automatically change to "Completed" or "Inactive"
• You can extend the end date if needed

Use when: You know exactly when the recurring invoice should stop (e.g., contract end date)

Method 4: Deleting Recurring Invoice

Warning: This permanently removes the recurring invoice. Use with caution.

1. Navigate to Recurring Sales
2. Select the recurring invoice
3. Click "Delete" or "Remove"
4. Confirm the deletion

What happens:

• The recurring invoice is removed from the system
• No new invoices will be generated
• Previously generated invoices remain in the system
• This action may be irreversible

Use when: You're certain you'll never need the recurring invoice again and want to clean up your records

Recommendation: Consider setting status to "Inactive" instead of deleting, to maintain historical records

Comparing Stop Methods

Method	Permanence	Reversible	Best For
Set to Inactive	Permanent	Yes (can reactivate)	Permanent stop, keep records
Set to Hold	Temporary	Yes (can resume)	Temporary pause
Set End Date	Automatic	Yes (can extend)	Known end date
Delete	Permanent	No (may be irreversible)	Complete removal

What Happens to Generated Invoices

When you stop a recurring invoice:

• Previously Generated Invoices: All invoices already created remain in the system
• Invoice Status: Generated invoices keep their current status (Paid, Due, etc.)
• Payment Tracking: Payment records for generated invoices are not affected
• Reports: Generated invoices continue to appear in reports
• Customer Records: Customer transaction history includes all generated invoices

Reactivating Stopped Recurring Invoices

If you stopped a recurring invoice and want to resume it:

1. Navigate to the recurring invoice
2. Edit the recurring invoice
3. Change status from "Inactive" or "Hold" to "Active"
4. Update the Next Invoice Date if needed
5. Save the changes

Note: You cannot reactivate a deleted recurring invoice. You would need to create a new one.

Stopping Multiple Recurring Invoices

To stop multiple recurring invoices at once:

1. Select multiple recurring invoices from the list
2. Use the bulk action menu
3. Choose "Change Status" or "Set to Inactive"
4. Confirm the bulk action

Use when: You need to stop multiple recurring invoices for the same reason (e.g., service discontinuation)

Best Practices for Stopping Recurring Sales

• Use Hold for Temporary Stops: Use "Hold" status when you expect to resume
• Use Inactive for Permanent Stops: Use "Inactive" when stopping permanently but want to keep records
• Set End Dates Proactively: Set end dates when creating recurring invoices if you know when they should stop
• Document the Reason: Add notes explaining why you stopped the recurring invoice
• Notify Customers: Inform customers when stopping their recurring invoices
• Review Before Deleting: Always review before deleting, as it may be irreversible
• Check Generated Invoices: Review generated invoices before stopping to ensure everything is in order

Customer Communication

When stopping a recurring invoice, consider:

• Notifying the customer in advance (if applicable)
• Explaining the reason for stopping
• Confirming any outstanding invoices are handled
• Providing information about alternative options (if applicable)

Troubleshooting

If you have issues stopping a recurring invoice:

• Verify you have permissions to modify recurring invoices
• Check that the recurring invoice isn't locked or in use
• Ensure the status change is saved properly
• Review any error messages for specific guidance
• Contact support if you need assistance

Need Help?

If you need assistance stopping recurring sales:

• Review the recurring invoice details to understand current settings
• Choose the appropriate method based on whether the stop is temporary or permanent
• Contact support if you're unsure which method to use

Properly stopping recurring sales ensures clean records and prevents unwanted invoice generation. Choose the method that best fits your situation, and always consider whether you might need to reactivate the recurring invoice in the future.