Recurring invoices and invoice templates

Billing staff, firm owners, admins, and employees with invoice access use Accounting > Invoices to repeat billing or create invoices from saved templates. If the Recurring Invoice or Template tab, or a billing action, is hidden, ask an administrator to review your access in Permissions and Visibility.

The Invoices area has tabs for Invoice, Recurring Invoice, and Template. On a client’s record, the Invoice area has Invoice, Recurring Invoice, Statements, and Related instead, with no Template tab.

Set up a recurring invoice

Use a recurring invoice when the same client should receive invoices on a schedule.

1. Open Accounting > Invoices.
2. Open the Recurring Invoice tab.
3. In the action bar, select Add (the plus icon).
4. Choose the client and complete the invoice template details, including title, payment term days, currency, e-transfer email if used, notes, and email contacts.
5. Add the invoice line items.
6. In Schedule, choose the interval. The visible choices are daily, weekly, monthly, quarterly, biannually, yearly, and custom.
7. If you choose custom, enter the custom number of days.
8. Choose the invoice start date.
9. Choose the invoice end date, or turn on Never Expires.
10. Select Save.

Review the recurring invoice before saving so the client, contacts, dates, payment term, and line items are ready for repeated use.

For one-time invoice creation, payment statuses, and payment recording, see Invoices and payments.

Recurring invoice statuses

Recurring invoices have four states:

• Waiting — saved and scheduled but the start date has not arrived. No invoices have generated yet.
• Active — generating invoices on the schedule.
• Stopped — paused by an admin. No new invoices will generate until it is reactivated.
• Completed — the end date has passed. The system sets this status and it cannot be changed.

Waiting and Completed are set by Assisterp. Active and Stopped are user-controlled.

Pause or stop a recurring invoice

Open the recurring invoice and select Stop to pause future generation. The status becomes Stopped and no new invoices will generate.

To resume, open the recurring invoice and select Save — the status moves back to Active. Save doubles as the resume control. Both Save and Stop are hidden when the recurring invoice reaches Completed.

Where the generated invoice lands

When the scheduled date arrives, Assisterp creates a new invoice from the recurring invoice’s template, sets the new invoice to Ready to send, emails it to the client, and moves it to Sent.

The generated invoice appears in the regular Invoice tab. You can record payments and review payment status from there the same way as any other invoice.

There is no dedicated history view that lists only the invoices generated by a single recurring invoice. Filter the Invoice tab by client to find them.

Recurring invoices and client status

A recurring invoice generates invoices only while its client’s status is Active. While the client is On Hold, Inactive, or Dissolved, no new invoices are generated from that client’s recurring invoices. The recurring invoices themselves stay as they are.

The Change Status window on the client’s record shows this before you confirm: it lists the paused work, including invoices, and says existing records remain unchanged.

Edit a recurring invoice or its template

Open the recurring invoice to update any field — schedule, client, payment term, currency, notes, email contacts, or line items. Changes to the template apply to future generations.

Invoices already generated are unchanged because each generated invoice is a static copy of the template at the moment it was created. The same applies to standalone invoice templates edited in the Template tab.

Create an invoice template

Use an invoice template when you want to reuse the same invoice structure without setting a recurrence schedule.

1. Open Accounting > Invoices.
2. Open the Template tab.
3. In the action bar, select Add (the plus icon).
4. Enter the template title.
5. Enter the invoice title.
6. Choose the currency and payment term days.
7. Add the line items.
8. Select Save.

Service templates in Settings are a separate workflow setup area. Use invoice templates here when the goal is to create invoices from saved billing details.

Use an invoice template to create invoices

1. Open Accounting > Invoices.
2. Open the Invoice tab.
3. In the action bar, select the template icon. Its tooltip and the title of the window it opens read Invoice Create Form Template.
4. Choose the Template. A Description is optional.
5. Select Select Client and choose one or more clients.
6. Select Add.

Assisterp creates invoices from the selected template for the selected clients. Review the generated invoices before relying on them for client billing.

When you open the same window from a client’s record, it has no Select Client button and creates the invoice for that client.