Summary
Description
Check your recurring invoice list to:
- See when the next invoice is due
- See when the recurring invoice will finish and the number of invoices remaining
- See when the last invoice was created
- Stop sending invoices temporarily
- Cancel or delete a recurring invoice
- Copy a recurring invoice
- Check and restart when they've been paused automatically
Resolution
Finding recurring invoices
Go to Sales, select Sales invoices, then select the Recurring Invoices tab.
Recurring invoices are shown on the recurring invoices list. The invoices are created from the recurring invoice as shown on the normal invoice list.
Search for a specific recurring invoice
Search by contact, reference or exact amount
- Enter all or part of the contact or reference in the Search.
- Enter the exact amount in the Search.
Filter by status
Quickly find recurring invoices by status, such as Finished or Paused.
- Select Filter.
- Select the status from the Status drop-down list.
Filter and sort the columns
Click a column heading to sort the column in ascending or descending order.
Add and remove columns using Configure Columns
(to the left of the first column heading).
- Select Configure Columns.
- Use the check boxes to choose the columns to display.
- To change the order of the columns, grab a column and drag it up or down the list.
- The Contact is always first and cannot be moved.
- To start over, click Reset to go back to the default settings.
Complete tasks from the list
Use the check boxes to select the required recurring invoices. This opens the action toolbar at the top of the list.
Print or export the list
Use the check boxes to select the required recurring invoices. This opens the action toolbar at the top of the list.
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Print - The print option prints the list or recurring invoices. It does not print the actual documents.
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CSV - This creates the recurring invoice list in a spreadsheet and includes the visible columns.
Pause sending invoices temporarily
You may want to temporarily suspend sending out invoices for one or more periods. This could be when you've not provided a service during a period such summer holidays.
To do this, Pause the recurring invoice. While the recurring invoice is paused, no more invoices are created and the Next Invoice date is removed.
When you're ready to send it again, select Resume. Invoices will start to be created the next time they're due. This is shown in the Next Invoice date.
- Any invoices missed while on pause are not created. So for daily invoices paused on Monday and resumed on a Thursday, invoices for the missing days, Tuesday or Wednesday are not created
- If when you resume, the next invoice is due today, it will be created immediately
Pause a recurring invoice
- Open the Recurring invoices list
- Select Pause from the Actions column.
Resume a recurring invoice
- Open the Recurring invoices list
- Select Resume from the Actions column.
Cancel or delete a recurring invoice
You may need to cancel a recurring invoice before it's completed. When a customer cancels their order for example.
You can:
- Pause the recurring invoice, in case you need to set it up again
- Change the Ending date, so no more invoices are created. The recurring invoice shows as Finished on the Recurring Invoices list so you can copy it to a new one if required
- Delete the recurring invoice. This prevents any more invoices from being created and removes it from the Recurring Invoices list
Delete a recurring invoice
To make the list easier to manage, you can delete any completed recurring invoices that you don't want to use again and don't need to keep a record of.
- Open the Recurring Invoices list.
- Select Delete from the Actions column.
Copy a recurring invoice
You can create a new recurring invoice by copying an existing one. Use this to:
- Set up another one with very similar details
- Re-start a finished recurring invoice
A recurring invoice is finished once it's past it's completion date or the required number of invoices has been generated.
It's useful to copy a recurring invoice if:
- You have an order from a different customer for the same service.
- The customer had re-ordered the same product or service after the previous recurrence has finished.
Copy a recurring invoice
- Open the Recurring invoices list.
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Select Copy from the Actions column.
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Make the required changes to the recurring invoice, such as changing the Starting or Ending Date or adjusting the Frequency.
Don't forget, if the recurring invoice you've copied has finished, you must change the Ending.
Action required
We will automatically pause invoices if you make changes that affect the recurring invoice and we need to you check them before the next invoice is produced.
This will show as Action Required next to the relevant recurring invoices on the Recurring invoice tab.
| What's changed | We need you to |
| Your business becomes VAT registered | Select the correct VAT rates for each line |
| Your business stops being VAT registered | Check that the prices are correct |
| Stop using Domestic Reverse Charge for a customer | Select the correct VAT rates |
| Change the VAT status of customer by amending the country or VAT registration number of an EU contact | Review the tax rates used as the VAT may or may not now need to be applied |
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