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Bill automatically with recurrent invoices

Turn an invoice into a template that creates a fresh open invoice on a schedule, for subscriptions, wine clubs or monthly deliveries.

If you bill the same customer for the same thing on a schedule, such as a wine-club box every month or a quarterly delivery, you don't have to write the invoice every time. A recurrent invoice is a template: Vinosoft copies it into a new invoice on every date of its schedule.

How it works

  • The recurrent invoice itself is never sent. It is only the template.
  • On each scheduled day Vinosoft creates a copy with a new invoice number, dated that day.
  • The copy is a normal invoice in the Open tab. You check it and send it like any other (Send or print an invoice).
  • Once you have at least one recurrent invoice, the Recurrent tab appears in the invoice list. It lists your templates with their schedule and next date.

Set one up

  1. Go to Invoices and click Create new bill invoice.
  2. Fill in the customer, articles and prices as you want them on every invoice.
  3. Tick Is recurrent. The Recurrency panel opens.
url: invoices/invoice/create steps: - click: label[for="IsRecurrent"] - wait: #IsRecurrentContainer crop: #IsRecurrentContainer The Recurrency panel of a new invoice: hour, day, month, start date and end date.
  1. Set the schedule:
    • Day — every day, a specific day of the week, or a specific day of the month.
    • Month — every month, or only the months you tick (for example March, June, September and December for a quarterly invoice).
    • Recurrent start date and Recurrent end date — the period during which invoices are created. Leave the end date empty to keep billing until you stop it.
  3. Save.

Follow it up

Open the template from the Recurrent tab to see:

  • Next date — when the next invoice will be created.
  • Generate — creates the next invoice right now instead of waiting for its date. Use it when a customer wants this month's invoice early.
  • A list of every invoice already created from this template, with its number and status.

In the Recurrent tab, a next date shown in red means the template is overdue: an invoice that should have been created more than two days ago wasn't. Open the template to check it, typically the end date has passed or the schedule needs adjusting.

Change or stop the schedule

Edit the template to change the articles, prices or schedule. Changes apply to invoices created from now on. Invoices already created keep their content.

To stop billing, set a Recurrent end date in the past, or delete the template. Neither touches the invoices it already created.

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