Bill every period without redoing the invoice
Maintenance contract, monthly retainer, subscription, rent or membership dues: set up the invoice once, and InnoBooks creates it again every period, with the next number and current tax rates, then lets your client know by email if you want. Your recurring expenses are set up the same way.
An invoice set up once
A maintenance contract, a monthly retainer, a subscription, rent or membership dues: the invoice is the same every time. In the web app, you turn it into a template: the client, and their project if needed, then the lines — items and services from your catalogue, or lines typed by hand — with their taxes.
You pick the rhythm, from every day to every two years: every week, every two weeks, every month, every two months, every quarter, every six months or every year. A start date, and an end date if the contract has a term; with no end date, the series goes on until you stop it.
- Client, project, and lines from the catalogue or typed by hand
- Taxes on each line
- From every day to every two years
- Start date, optional end date
When the day comes, the invoice is done
Every day, InnoBooks creates the invoices that have reached their generation date. The invoice is dated the day it is created and due in 30 days. It takes the next number in your series, like an invoice made by hand, and its taxes are recalculated at the current rate: if a rate changes, the next invoice follows it, and a tax you have turned off in your settings is no longer added.
An item tracked in inventory leaves the stock with each invoice. After its last invoice before the end date, the template becomes « Completed » and creates nothing more.
- One invoice per period, dated the same day
- The next number in your series
- Taxes at the current rate
- Stock kept up to date for tracked items
Automatic sending, if you want it
Tick « Auto Send Invoices » in the template: as soon as the invoice is created, an email goes to the client's address, in your business's language, with the invoice number, its due date and the amount due. The invoice then moves to « Sent ».
Without the box ticked, or if the client's record has no email address, the invoice is created and you send it yourself, whenever you like.
- « Auto Send Invoices » box
- Email in your business's language
- « Sent » status
- Without the box: you send it yourself
Your client still pays each invoice
InnoBooks creates the invoice and can let the client know, but it does not keep their card and does not charge it: your client pays each generated invoice themselves, like any other, and you record their payment.
An invoice still unpaid after its due date becomes « Overdue ». If you have turned on « Automatically send a reminder to the client » in your financial settings, a reminder goes out the day after the due date.
- No card charged by InnoBooks
- The client pays each invoice themselves
- « Overdue » after the due date
- Reminder the next day, if you turn it on
Pause, resume and cancel
The Recurring Invoices page has two tabs. « Templates » shows, for each one, the rhythm, the next generation, automatic sending, how many invoices were generated and the status: active, paused, completed or cancelled. « Invoice generated » lists everything produced, with each invoice's due date, amount paid and status.
A client puts their contract on hold? Pause the template, then resume it. They need their invoice sooner? « Generate Invoice » creates it right away. You can also move the next generation date, cancel the series or delete the template: the invoices already made stay. On the dashboard, the « Recurring invoices due soon » tile shows those due in the next seven days.
- Templates and generated invoices, in two tabs
- Pause, resume, cancel
- « Generate Invoice » right away
- Invoices already made stay if the template is deleted
Expenses that come back
Rent, insurance, a software subscription: a recurring expense is set up like a recurring invoice, with its supplier, its category, its lines and their taxes, the business-use share and, if needed, the client or project it belongs to.
Same rhythms, same optional end date, same pause, resume and cancel. The « Generated Expenses » tab gathers the ones created, and each one joins your list of expenses.
- Supplier, category, lines and taxes
- Business-use share
- Client or project, if needed
- « Generated Expenses » tab
A schedule that holds
Each generated expense carries the scheduled day, and the schedule does not drift: rent paid on January 31 next falls on the last day of February, then on March 31.
If the start date has already passed when you create the template, you choose: create the expenses for the missed periods, each on its own date, or skip them and start at the next one. After a pause, resuming keeps the same schedule; the periods of the pause are skipped.
- Dated the scheduled day, even at month end
- Past periods created or skipped, your choice
- The schedule kept after a pause
With the Elite Plan
Recurring invoices and expenses are part of the Elite Plan, and of the Restaurant Package, which includes everything in the Elite Plan. The administrator and the manager create and manage templates in the web app; the accountant can view them.
- Elite Plan or Restaurant Package
- Created by the administrator and the manager
- Viewed by the accountant
See also
- Billing — Create, send and track your invoices in seconds.
- Estimates and Quotes — Create and send professional estimates to your clients.
- Customers — Your customer base, centralized and organized.
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