Recurring Invoice - Based on an Invoice

The ability to automatically issue recurrent invoices is available from the Professional plan onwards. This feature enables the automation of issuing recurring invoices for selected clients at specified intervals. From this post, you will learn how to create a billing cycle based on another document.

Recurring invoice based on an invoice

To be able to create recurring invoices, check if this option is active on your account.

To do this, go to Settings > Account Settings > Your Account. In the Recurring invoices section, check the checkbox Enable recurring invoices and Save the changes.

In the Income tab, a new option will appear - Recurring invoices.

Recurring invoices can be created based on an existing document or according to your own definition, which allows you to select a product or customer when creating the cycle. A detailed description of creating a cycle from your own definition can be found in the article → Own definition of a recurring invoice.

Recurring Invoice Based on an Invoice - Base document

To create a cycle based on an invoice, first issue the base document from which the system will copy the data 1:1 to the documents issued by the cycle.

In our example, we will use a proforma invoice as the base document. This is a non-accounting document, so if there is a need to change the data during the cycle, it will not result in the exclusion of the cycle and its recreation. Data on accounting documents that have already entered economic circulation should not be edited.

The product we will be selling is a monthly subscription to an e-learning platform. Invoices will be issued monthly for the same product and amount.

To prepare the base document, go to Income > Proforma Invoice > Add new. Fill in the Buyer's data, items on the invoice, and other settings such as form or payment terms, and approve by clicking the Save button.

In our example, we used variables in the item title on the invoice. Thanks to them, the system will automatically insert the month and year for which the subscription will be paid for the subsequently created documents. You can read more about variables in the item title on invoices created by the cycle in this article → Entering variables in the title of an invoice item (e.g. day, month, year) on recurring invoices.

How to create a cycle based on an invoice?

If the base document is already created under your account, go to the Income tab > Recurring Invoices > New Recurring Invoice to create a cycle based on it.

In the form for creating a recurring invoice, fill in the Name and check the checkbox next to the option Based on invoice.

On the basis of the invoice field, choose the base document from the list by entering the name, the client's VAT number, or the invoice number.



If the base document is non-accounting, next to the Based on invoice field, a checkbox labeled Issue VAT invoices will appear. If you want the system to issue VAT invoices immediately, check this option. Not using this option will result in the system issuing the same type of non-accounting document as the base document.

Complete the remaining cycle settings. Choose the date of issuing the first invoice and the intervals at which they should be issued. Use the option for automatic email delivery of invoices if you want the system to send the document immediately after issuance. You can also send notifications to your own email address when a new invoice from the cycle is issued. After configuring all settings, confirm the creation of the cycle by clicking the Save button.

The system will display a summary of the created cycle settings. If the cycle issues a document, the summary will include a record of Issued invoices, where the number of the issued document will be visible, and clicking on it will take you to its preview.



Creating a cycle based on a document is also available directly from the preview of the issued invoice. From the contextual menu above the document, select More options > Set recurring. The document number will be automatically inserted into the dedicated field. Configure the remaining cycle settings.



Also, check:

• How to create a recurring invoice cycle?
• Issuing recurring invoices only on business days
• How to test recurring invoices generation?
• How to disable issuing recurring invoices?