GorillaDesk's invoice frequency feature will allow your invoice to repeat on its own frequency, separate from your job's frequency. This is extremely beneficial when your billing cycle does not align with the frequency of service.
A recurring invoice can be either a standalone invoice or attached to a job. Let's differentiate between these two types of invoices.
Recurring Standalone Invoice
Recurring standalone invoices are automatically generated invoices that are not linked to a job.
They are typically used to bill customers on a recurring schedule, such as monthly or annually, without scheduling a service visit.
There isn’t an option to repeat daily. However, you can set the frequency as follows:
Repeat: Weekly
Period: Every
Repeat on: Mon–Fri
This will work the same way as generating a job or invoice daily from Monday to Friday.
To create a standalone recurring invoice:
Navigate to your customer's account
Click New Invoice
In the New Invoice modal, click the gear icon to set up your frequency. Please note that you must first select a billing address before accessing the frequency settings.
Click Save.
Recurring Invoice with a Job
Recurring invoices attached to a job are automatically generated based on a recurring service schedule or a separate invoice frequency.
If the invoice is set to repeat with the job:
The invoice will be generated each time the job occurs.
If the job is rescheduled, cancelled, or deleted, the corresponding invoice may be affected.
If the invoice have a separate frequency from the job:
The invoice will generate based on its own schedule.
Once you've established the frequency of your invoice, scheduling changes to your job will not affect your invoice any longer.
Example:
If we move your job (initially scheduled Monthly on the 2nd Monday) to repeat Monthly on the 2nd Tuesday; your invoice will still maintain its own frequency.
If you're already familiar with our recurring jobs, setting up your recurring invoices will be very familiar.
Here's how it works:
For this example, we will set the invoice to repeat Bi-Monthly while being attached to a Monthly, recurring job.
1. Open an active job and edit an existing invoice.
2. Click 'Edit' to customize the frequency. By default, your invoice will repeat with the job.
3. Click the gear icon then change the following:
Repeat: Monthly
Every: 2 months
4. Click 'Save Frequency'
You have now created a recurring invoice with separate frequency.
Much like job frequency, you will need to establish your invoice's:
Repeat by
End period
Invoice date:
This is the date of the first invoice in that sequence and the date the action will take place.
The Invoice Date reflects the Date Issued. If you change the Date Issued, the Invoice Date will automatically adjust based on the invoice frequency settings.
Action:
Invoice action executes at specific time of the day. The system will still generate the invoice for you at 12 AM to ensure it's ready early, but all actions, such as charging, sending the bill, or emailing receipts, will execute base on the time you set.
As of Sept. 12, 2024, you can now customize the time when your invoice frequency action will execute.
The system will still generate the invoice for you at 12 AM to ensure it's ready early, but all actions such as charging, sending the bill, or emailing receipts will execute base on your invoice frequency execute time.
NOTE: This action is for SuperAdmin and in V3 desktop only.
Please note: If you select a future date as the Date Issued, the specified action will take place on that date and will automatically trigger moving forward on the set frequency. If you select today's date or a past date as the Date Issued, you will have the option to perform the trigger immediately or at a later time.
Invoice frequency:
Job frequency:
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All recurring invoices are displayed on the 'Invoices' tab within the customer's account.
All invoices can be viewed under Reports > Invoices tab.
Your recurring invoices are reflected in your Sales Forecast report.
Deleting an active invoice will delete the recurring invoice linked to it.