This feature is great for scheduling cyclical invoices, especially for things like rent, insurance and other overhead expenses. See step-by-step instructions below for creating and then scroll down for editing one you already created!
This way, you won't have to worry about the repetitive input of these expenses but still see them in your P&L, pay them off in bill pay and export them to your accounting system each month.
This feature goes hand in hand with our AutoPay with ME Bill Pay. Pair those these two and… chef’s kiss - never worry about accounting for or remembering to pay those expenses ever again. We got you covered!
Create a Recurring Invoice
1) Go to the Orders page and click Add Invoice > Create Invoice.
This will give you the option to manually create a new invoice (that does not require an image).
See more information here about Manual Category-Level Invoices.
2) To make a recurring invoice select an Invoice Frequency of “Recurring”.
3) Fill out the remaining details in order to create the recurring invoice:
Vendor: The dropdown list will show all of your existing vendors.
Recurrence Details, choose either:
Day of the month
Note: selecting 31/Last will always create the invoice on the last day of the month regardless of how many days are in the month.
Day of the week
Payment Account: The default is Accounts Payable, but you can choose any active Payment Account you desire.
Category Totals: Choose the appropriate Category from the drop down list and fill in the corresponding amount. Remember, there are no vendor items or products on this type of invoice.
If needed, you can add any Additional Charges to that section.
Note that the Invoice # will always be disabled for recurring invoices. Each time the invoice is automatically created it will use the current date as the invoice number.
4) When you are finished, click "Schedule Invoice"! It's now closed!
It will populate through your reports on the appropriate days and will be available to pay in Bill Pay if desired. You can also use this in association with our Blll Pay AutoPay feature for full automation!
Editing a recurring invoice
You can edit an existing recurring invoice by going to Orders > Setup > Manage Recurring Invoices.