A recurring invoice template bills a client automatically on a schedule, so you never have to remember to create the same invoice each month. Open Invoices → Recurring to see your templates. Each row shows the Client, the Invoice Subject, the Next Invoice date and frequency, and the Amount. Above the table, a count of templates and the Base Monthly Amount total describe whatever the Tags and Clients filters have left on screen.
To create one, click New Recurring Template and fill in the Recurring Invoice window:
- Invoice for — the client to bill. (Required.)
- PO Number, Due Date, Tax, Discount, and Subject — work the same as on a regular invoice; the due date is a payment term applied to each generated invoice.
- Start Date — the date the first invoice is generated. (Required; must be a future date.)
- Frequency — how often to bill: Every [N] with a unit of year(s), month(s), or day(s) (for example, every 1 month).
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Delivery — what happens on each scheduled date:
- Save invoice as draft in invoices overview on scheduled date — PSS creates the invoice as a draft for you to review and send.
- Automatically send this invoice via email on scheduled date — PSS creates and emails the invoice. Enter Recipient Email(s), or tick Sent to client email address(es) configured in client profile.
- Bill per Visit? — No, or Yes (only recurring visits within frequency) to build the invoice from the service-route visits completed in each period. Then Choose Property, Choose Catalog Item (the item billed per visit), and the Line Item Creation mode: One line item per visit or All visits in one line item.
- Carryover Invoice Credits? — No, or Yes (oldest invoice credits are taken first) to automatically apply the client’s existing credits (their negative-balance invoices, oldest first) to each new invoice this template generates. See 6.12 for exactly how credits work.
- Add Dosages? — No, or Yes (only dosages within frequency) to add the chemical dosage costs recorded in the period. Then Choose Property and the Line Item Creation mode: Grouped line items per dosage or Individual line items per visit. (This option is hidden for yearly frequencies.)
- Line Items — the products/services to bill each cycle, with Item Type, Description, Quantity, Unit Price, Tax 1, and Tax 2.
- (Optional) Notes and Tags (optional), and a Sync to QuickBooks choice.
Click Save Template. From then on, PSS generates the invoice on each scheduled date and advances the template to its next run date.
Note: When the frequency is monthly, the start date must be on or before the 28th of the month (“Start date must be equal to or before 28th”). This guarantees the invoice generates every month, including February and other short months.
Note: A recurring template keeps running on its schedule until you delete it—there is no fixed end date or pause. To stop future invoices, open the template from the Recurring tab and click Delete.