In this module you can review and manage the settings of Recurring invoices. A recurring invoice is a schedule created from a previously issued invoice, based on which the system automatically issues the invoice again at the given frequency with the same content — for example for a monthly rent, a subscription or a regular service. In the list view you see all the configured recurrences in one place, and you can open or delete them from here.
You do not start a new recurrence on this list, but on the Invoice list page, from a closed invoice (Document management / Recurrence) — the steps are shown below.
Open Main menu / Sales / Invoicing / List, select the invoice you want to issue regularly (the invoice must be in Closed status), then click the Document management button and choose the Recurrence command. In the window that opens you can specify the following:
You can record the settings with the Save button, and close the window without saving with the Close button.
Click Main menu / Sales / Invoicing / Recurring invoices and all the configured recurrences are displayed. On the Actions tab above the table there are two buttons:
Click the Search tab among the tabs above the table to show the filtering options. The Partner company name and Document number fields are visible immediately. Click "Expand" to open an additional filter: the start and end date of the Document date field. Use the Search button to filter by the conditions you set.
After selecting a row, use the Open button (or open the row) to get to the details page of the recurrence. With the Save button you record your changes, with the Delete button you delete the recurrence. On the details page you can change the Recurrence end, the number of days for the fulfillment and payment deadline, the Frequency and the comment; the Recurrence start field can no longer be edited after creation. At the bottom of the details page, the Issued invoices tab shows the list of invoices issued from the recurrence so far (Document number, Document date, Document type), and with the icon at the end of the row you can open the given invoice.
On the day given in the recurrence, the system automatically creates a new invoice as a copy of the source invoice: it takes over the partner and item data, sets the invoice date to the current day, adjusts the fulfillment date and payment deadline to the given number of days, and then closes the invoice. After that, the Next invoice date is recalculated according to the following rule:
If the regular invoicing only lasts for a set period (e.g. a one-year contract), always enter the Recurrence end date as well, so you do not have to remember to delete the recurrence. Before starting the recurrence, check the items and VAT rates of the source invoice, because the automatically issued invoices will be copies of it.
The columns of the list and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Document number | The document number of the invoice from which you created the recurrence. | |
| Partner company name | The name of the partner (customer) of the invoice. | |
| Gross value | The total gross value of the source invoice in the currency of the invoice. | |
| Recurrence start | The first day of the recurrence. | |
| Recurrence end | The last day of the recurrence. If it is not filled in, no end date has been set for the recurrence. | |
| Frequency | At what interval a new invoice is created (Weekly, Every two weeks, Monthly, Quarterly, Semi-annually, Annually — shown in the system under the Hungarian names Hetente, Kéthetente, Havonta, Negyedévente, Félévente, Évente). | |
| Next invoice date | The day on which the system will issue the next invoice; it is updated automatically after every issuing. |
The fields that can be filled in when setting up a recurrence and their meaning:
| Field / Element | Required | Description |
|---|---|---|
| Recurrence start | The first day of the recurrence, selectable from the calendar. It cannot be changed after saving. | |
| Recurrence end | The last day of the recurrence, selectable from the calendar. | |
| Fulfillment date, counted from the document's date | How many days after the date of the issued invoice the fulfillment date should be (0–30 days). | |
| Payment deadline, counted from the document's date | How many days after the date of the issued invoice the payment deadline should be (0–30 days). | |
| Frequency | The frequency of the recurrence, from the options listed above. | |
| Recurring invoice comment | A free-text comment that is also carried over to the issued invoices. |
The columns of the Issued invoices tab on the details page of the recurrence and their meaning:
| Field / Column | Required | Description |
|---|---|---|
| Document number | The document number of the invoice issued from the recurrence. | |
| Document date | The date on which the invoice was issued. | |
| Document type | The type of the issued document (e.g. Invoice). | |
| Action | With the icon at the end of the row you can open the issued invoice. |
You cannot add a new recurrence on this list. Open the Invoice list page, select the closed invoice, then choose the Document management > Recurrence command. The window is not available from the details page, because it is tied to the selected list row.
The start day of the recurrence can no longer be changed after creation, because the schedule is based on it. If you need a different start day, delete the recurrence and set up a new one from the Invoice list.
You can delete the recurrence at any time with the Delete button in the list or on the details page. Deleting only removes the recurring schedule, so no further invoices are created; the invoices already issued remain untouched in the Invoice list.
The system closes an invoice issued by a recurrence automatically, so it is in Closed status and its items can no longer be edited. If you find a mistake, you can cancel, correct or credit the invoice from the Invoice sheet.
It means that no invoice has been created from the recurrence yet — for example because the Next invoice date has not arrived yet. After the first automatic issuing, the invoice appears in the list.
The Next invoice date column shows the day of the nearest issuing. After the Recurrence end date the system no longer issues new invoices from the recurrence. If you did not enter an end date, we recommend adding it on the details page so that the recurrence runs for the intended period.
The module only appears in the menu if it is assigned to your user. If it is missing, ask your company administrator to check the module assignment of your user.
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