Recurring Invoices

Recurring Invoices

What is Does:
Have the system create scheduled Invoices.
Have the invoices automatically send to the customer when generated if you want.
If using a integrated Payment Gateway and a Saved CC, have the invoice automatically charge the customer.
Associate to a Contract and have a ticket generate to remind you of the Contract expiring.
Automatically clear PrePay Hours so they do not stack up month to month.
Can keep track of Assets a customer has and charge based on that.
(and more)
What it Doesn't Do:
You currently cannot clone Recurring Invoices.
You cannot send a Recurring Invoice before it is generated.

Table of Contents:



You can create Recurring Invoices by heading to Admin > Invoices > Recurring Invoices.
Next you can create a new Recurring Invoice template or choose from existing templates to make changes.
Duplicating Invoices
If you click on the context dots to the right of a existing Recurring Invoice and click on Duplicate you can effectively clone a Recurring Invoice template and assign it to a different customer. This speeds up Recurring Invoice creation!
Allow Blank Invoice Generation
This option allows you to have the Recurring Template generate even if there are no line items. The default behavior will be to not generate invoices if there are no line items.
There is also an option to change a bunch of invoices to generate blank invoices (or not) on the Recurring Invoice Index Page.

Creating a New Recurring Invoice

To create a new Recurring Invoice, from the Recurring screen, click New Recurring Invoice (pictured above). Then search the for the customer/business you want to create the invoice template for.
Click Proceed and you will be taken to the Recurring Invoice Template screen where all the fun is.
Saved Credit Cards
You can affix Saved Credit Cards to the Recurring Invoice Template. Check the box called "Auto charge credit card on file" and a new section will appear where you can select a credit card from a drop down with a few extra options.
Charge card on the Invoice's due date rather than on its creation date: This will delay the payment until the Invoice Due Date and then process the payment on that date.
Retry the card later if the billing fails: The system will attempt to charge the card again if the payment is declined.
The following fields will be presented:
Name: A name for the template is required. This is usually the name of the business, but feel free to use whatever convention you want.
Name of Invoices generated: A name that will be applied to the generated invoices.
Employee (for commission): This is a drop-down where you can select from your techs to give them Commission credit for the invoice.
Frequency: How often the invoice generates. This is a required field to create the template.
Period mode: There are three options here: 
In Arrears - Billing period ENDS on the date of invoice creation.
In Advance - Billing period STARTS the day after creation
In Advance Inclusive - Billing period STARTS ON the day of creation
In Arrears and In Advance. Choosing In Arrears means that you are collecting for past work that has already been completed, whereas In Advance means that you are collecting funds for work that will be done in the future. Essentially, In Arrears translates to a billing period that is "the last 30 days" and In Advance translates to a billing period that is "the next 30 days". 
Invoice Billing Terms: If you are using Billing Terms (hopefully you are) you can select them here.
Run Next At: This is the next generation date for the invoice and is required for the template.
Subscription Related: Contract (Optionally adds start/end date & disables cancel from portal) This is handy for making sure the Recurring Invoice expires/pauses when the Contract ends
(Optionally) Create a ticket one month before contract expires for a reminder.
Allow generation of blank invoices: Enable or Disable the Recurring Template generating Blank (no line items) Invoices.
Last day of the calendar month: Have the invoice generate on the final day of the calendar month
Email customer the PDF: This will automatically email the customer when the invoice is generated.
Mail Physical Invoice (costs money): This will email a physical invoice to the customer upon invoice generation. (Make sure the customer has a valid physical address)
Add any pending Ticket charges: This will scrape up any pending charges on a ticket and collect them on a single invoice for you.
Clear/reset Prepay Hours (before this runs): This resets any left over PrePay Hours so they do not roll over.
Keep prices in sync with products if they change: This will make the template automatically update product prices upon invoice creation.
Pause this recurring Invoice: This will pause the Recurring Invoice from doing anything.
After making your selections, click create Create Schedule. (Don't worry you can come back to make changes later). You will then be taken to the create Recurring Template.
Special Note:
To display the billing period on a recurring invoice, just add the tag {{billing_period_range}} in a line item description on that invoice like this:

  When the recurring invoice is generated, this line item will look like this:


Adding Line Items

Once the template is created, you will be able to add line items. Scroll down to the Line Items section of the template and select the line item type you want.
Standard Line Item: This is a product from your Inventory like Labor or a physical good you sell each time the invoice is generated.
Data Backup Line: This works with the CloudBerry Integration to automatically bill customers for Automated Backups (check out here for more info)
Asset/RMM Counter: This line will check for the active Assets the customer has of a particular type of your choosing. It will update the line quantity automatically upon generation.
Customer Contact Counter: This line item type will automatically calculate the price based on the number of Contacts attached to the customer.
Kabuto Package: This will bill your customer for the Kabuto subscription they are signed up for. See Recur for more info on this.
Once you have selected the Line Items you want on the invoice, they will be collected and listed on the template like this.
If you are using a Data Back Up line, there will be a CloudBerry section below the line items that details the CloudBerry package info.

Change History

The Change History will show changes made to the Template with time stamps and the User account making the changes. It will also list any time the invoice generates.

Invoice History

The Invoice history will list and link to any invoices that have been generated by this template.

Identifying Recurring Invoices

You can identify if a invoice is a Recurring Invoice by a circular icon showing on the Invoice Tab screen or the Customer Detail Screen.
You can also get to a customer's Recurring Templates by clicking on the "Show Recurring Templates" button from the Invoice section of the Customer Detail page.

Create a Recurring Invoice from an Existing Invoice

It is possible to create a Recurring Invoice Template from a already created (non Recurring Invoice). To do this head to the invoice you want to reoccur and click Actions > Make Recurring.


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