Recurring Invoices
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      Recurring Invoices

      How do you create recurring invoices?

       

      Recurring invoices are generally used for two different purposes:

       

      To activate the recurring invoice function and to get more details, please contact Dooap support via email support@dooap.com.

       

      Self-billing

       

      The self-billing templates allow users to automatically generate invoices according to a preset schedule.

      This feature is particularly useful when you don't receive a physical invoice each month but are making payments based on a longer-term agreement, such as a yearly contract.

      Start creating a template, by clicking Add new request and then fill in the header information.

       

      New payment request

       

      General settings

       

      • Recurring Invoices are Non-PO Invoices:

        • Recurring invoices do not require a purchase order (PO).

      • Template Configuration:

        • Users can pre-fill default values in the invoice template, including header information, coding, invoice image, and scheduling details.
          • These defaults will be applied to every invoice generated from the template.
        • The invoice date and posting date will automatically be set to the date the invoice is created.
        • The invoice number is generated based on a predefined base value and a sequence number.
          • For example, if the base number is "Rent Unit 1, 2023" and the next sequence number is set to "2", the subsequent invoice will be numbered "Rent Unit 1, 2023-2."

      • Template Status:

        • Shows which invoices are currently automatically created.

        • Draft: Used when creating the recurring invoice template. No invoices will be generated while in this status.
        • Active: Recurring invoices will be generated automatically according to the specified schedule.
        • Inactive: Indicates that the recurring invoice's end date has passed, and no further invoices will be created. This status can also be manually adjusted.

      • Coding Lines:

        • Users can select ledger or project coding.
        • Dimension values are entered as a string, with each dimension separated by a semicolon (e.g., "dimension1;dimension2").
        • In a future release, it will be possible to split multiple lines by a percentage of the total amount.

      • Scheduling:

        • Each recurring invoice has its own schedule. The contract number is automatically populated in the contract field for each created invoice.
        • Once a schedule is applied, users can view the currently selected schedule.
        • Note that scheduling operates in the UTC time zone.

      • Invoice Image and Attachments:

        • Invoice image used for each created invoice is added to the template as an attachment.
        • Users can also add additional attachments and select which image will be used for the invoice.

      • Activation and Invoice Generation:

        • When the status of a recurring invoice template is changed to Active, new invoices will be generated from the template according to the specified schedule.

       


      Related permissions in User Admin

       

      In Admin > Roles view there are a few permissions related to recurring invoices. 

       

      • RecurringInvoicesModule = Visibility to the Recurring Invoices tab.
      • RecurringInvoicesModuleEdit = Permission to create and edit recurring invoices.
      • RecurringInvoicesModuleAll = Permission to view all recurring invoices. 

       

      Recurring Invoice matching

       

      This is an upcoming feature which enables the automation and approval of repeating items such as monthly administrative costs or reccurring services.