Take advantage of recurring invoices to save your business time ordinarily spent creating new invoices. Time savings can be especially significant when you need to create invoices for a large amount of agents each month.
1. Go to Sales > Recurring Invoices.
On this page, all the current recurring invoice rules will be shown.
2. Click Create.
3. Enter the Title of your recurring invoice rule. For example, you may write a rule to create a monthly invoice for an agent’s monthly dues could be titled “Agent Smith’s Monthly Dues”.
4. To select the frequency at which the invoice will be created, select the period in the Repeat Every selection.
5. Select the Start On date to choose from when this rule will be activated.
a. Check the Create an Invoice for Current Billing Period box if you would like an invoice to be created for the current billing period, i.e. if the date at which your rule would ordinarily apply has already passed.
6. Select an End Period if required.
7. Select a Draft Period if you wish to be able to edit, add to or change invoices before they are finalized. Each draft period applies from the date the invoice is created.
8. To notify recipients of the invoice and if it has not been paid, select the applicable Notification times and Unpaid Reminders.
9. [Optional]: If you wish to automatically recharge a recipient for a failed payment, enter the number of days after the invoice is due in the Auto recharge # column. Up to 3 auto recharges can be added.
IMPORTANT: This number is the number of natural days from the day after the invoice is due, and will charge the recipients payment details on file. For example, if the invoice is due Net 15, an auto charge set to 5 days will automatically charge the recipient on the 20th day.
10. In the Invoice Template, add:
a. Your Customer, such as an agent or client.
b. If the recipient is a client, you can add the associated Sales Person. This allows the Sales Person’s manager to track production by the agent.
c. The acceptable Payment Methods, such as by bank transfer through Zipi Pay or via credit card by Authorize.Net.
Note: To process invoices via credit card card payment information must be added to the contact. Learn how here.
a. The Payment Terms to set your invoice due date.
b. [Optional]: If you are invoicing agents and would like to deduct the invoice items from owed commissions, check the ‘Allow to deduct from deal’ box.
c. [Optional]: To add a late fee, add the fixed late fee amount in the Late fee section, together with its associated Product/Service to register this against a journal item, such as Late Fees and Penalties.
d. Add your invoice line Items, together with Description, Quantities, Rates, and which Account under which these will be registered.
10. Click Create to complete your recurring invoice rule.
You have now completed your recurring invoice rule. Invoices will now be created automatically following these rules which can be edited from the Sales > Recurring Invoices page.