Add Recurring Invoices in Receivables

Recurring invoices are templates you use to create regular invoices quickly and easily according to a schedule. They are helpful for tracking recurring revenues such as monthly rental income, planned giving donations, and grant reimbursement requests. They also provide basic info such as the client’s name and notes to help save time adding invoices.

1. From Receivables, Invoices, under Recurring, select Add.

2. Under Details, enter basic recurring invoice info such as the client name.

   If the client doesn't exist, add them from Receivables, Clients. For more details, see Clients.

3. Under Terms, enter payment terms by selecting the date payments must be received to qualify for the discount, entering the expiration date for the discount, and entering the discount in Terms discount %.

   If the term doesn't exist, add it from Settings. For more details, see Payment terms.

   If the invoices are subject to finance charges and late fees, select Subject to finance and late charges.

   Warning: To successfully generate finance and late charges, select Subject to finance and late charges on each applicable record. For example, when you select Subject to finance and late charges on a billing item, but not the invoice that includes the billing item, finance and late charges don't apply.

4. Under Due, select Day to set a number of days until the payment is due or Month to set a specific date.

   • If you select Day, enter the number of days until the payment is due in the Day field.

   • If you select Month, select the day of the month the payment is due in the Day field and select the month in the Month field.

5. For details about the remaining fields, see Standard Invoices in Receivables.

6. Select Schedule or Next.

7. Under Schedule type, select whether you're scheduling an Unlimited or Fixed number of invoices. In Frequency, select how often to generate the invoices under and then enter the start date. If you're selecting Fixed, enter the number of invoices to generate.

   Frequency details

   • Annually — Enter the month and day to generate the recurring invoice.

   • Monthly — Select one of two options.

     • Specific day of the month — Enter how often to repeat the recurrence and then select "Specific day of the month" under On, then enter the date for the invoice. For example, schedule an invoice every two months on the 16th.

     • Specific day of the week — Enter how often to repeat the recurrence and then select "Specific day of the week" under On, then enter the day for the invoice. For example, schedule an invoice every two weeks on Thursday.

   • Semimonthly — Enter the monthly schedule and the days or dates for the invoices in the payment and Day fields. For example, schedule an invoice every two months on the first and 15th days of the month.

   • Weekly — Enter how often to repeat the weekly schedule and select the day of the week for the invoice. For example, schedule an invoice every two weeks on Thursday.

   • Irregular — Enter the number of invoices to generate.

     Tip: You can't select this when scheduling an unlimited recurring invoice.

8. Select Save.