Recurring invoice can be created via: Sales>Recurring invoices>Create new recurring invoice.
Recurring invoice template will appear. Select customer from the dropdown. If the customer already exists and you have selected the customer from the dropdown, then the currency field becomes disabled with the existing currency of the customer but if you are adding a new customer, then you can select the currency from the dropdown.
You can also add a new customer by entering the Business name, Email, Apartment, City, Country, State and ZIP code (Business name and Country are mandatory fields). While adding a new customer, you can also ship to a different address by clicking on the checkbox and entering the details which includes Apartment, City, Country, State and the ZIP code.
The invoice number will be auto generated.
Invoice date will also be auto generated.
Select the due date from the dropdown. The options include: On Receipt (default), Within 7 days, Within 14 days, Within 30 days, Within 45 days, Within 60 days, Within 90 days
Currency will be auto-picked if you have selected already existing customer. In case you are creating new customer, you can select currency from the dropdown. In case of already existing customer, the associated customer's transaction can't allow for different currencies.
You can select an item from the item dropdown or can also add a new item. While adding a new Item you need to enter the item name, description, quantity, price and also select the account from the 'Select account' dropdown. Click on 'Add an item' button to add more items.
Click on “Item discount”, a popup will appear - Select the discount type and enter the discount percentage. Click “Save”, and a discount will be added. You can edit and delete the discount also.
Click on “Add tax”, select the sales tax from the dropdown or add a new sales tax. For adding a new sales tax click on “Add sales tax” from the dropdown. Enter the Tax name and tax rate. Click on “Save”, the tax will be added. You can add a new sales tax and can also delete the existing one.
The system generates a summary, including Subtotal, Invoice Discount, Applied Tax (tax rates along with name), Total Invoice Amount, and Amount Due in the customer's currency.
You have the option to input Terms & Conditions, auto-picked from invoice customization but overrideable. Optional notes can also be included.
In the Settings sections, there are two sub-sections which includes: Invoice titles: You can see the company logo and default invoice title. You can also edit the default Invoice title if he wants. Click “Save”, it will reflect on the invoice template. You can also upload the logo if not uploaded earlier. Invoice column: You can also edit the title of the column on the invoices. By default, it is item, price, quantity, and amount.
There will be a section to Set schedule: In the Set schedule section, you have to fill in some details which includes :
Frequency of the invoice repetition. From the repeat invoice dropdown, select the frequency.
There are five options: daily, weekly, monthly, yearly and custom. Select “daily”, then the invoice will be repeated daily. Select “weekly”, then repeat this invoice weekly - (select day). Select “monthly”, repeat this invoice monthly - (select date) of every month. Select “yearly”, repeat this invoice yearly (select month) on the (select date) of every year. Select “custom”, you need to enter the 'Every/ days' and invoice will be repeated accordingly.
Select the Agreement start date (Scheduler start on date can't be less than current date.)
Select the agreement end date
Set a time zone based on recipient's time zone.
Click on the checkbox to send an automated email to the customer. If you will not click on the checkbox then the email will not be sent to the customer. (If you has opted for automated email and email is sent to customer than invoice should have sent status. If you have not opted for automated emails than it is unsent status)
Option to upload agreement copy. (File size should be less than 300 kb).
There will be an option to view and download the uploaded agreement. If the agreement is uploaded in pdf format then there will be three options: ‘View pdf’, ‘Download’ and ‘Remove' (cross icon) but if the agreement is uploaded in any other format (apart from pdf), then there will be 'Download' and 'Remove’ options only.
Agreement amount will be automatically calculated by system. It will present the sum total of all the invoices which will be created during the agreement tenure.
In case customer is associated with currency different than user, the total agreement amount will be in user’s currency (In case of agreement ends on the agreement amount will always be equal to aggregate value of recurring invoices to be generated plus aggregate value of invoices already generated over the agreement period).
Enter the notes or terms & conditions if any.
Click “Save draft”, a success message appears 'Invoice created and schedule set'. Invoice will be in draft status with buttons to Approve draft and Edit the draft invoice.
While creating a recurring invoice, you will be directed to fill the Business name first, then Country, Due date, Currency, Item, Quantity, Price, Select account, Terms & conditions, Agreement start date, Agreement end date. After filling all the details, click 'Save draft'. Recurring invoice will be saved in Draft status.