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.
If you're already familiar with our recurring jobs, setting up your recurring invoices will be very familiar.
Here's how it works:
Open an active job with an invoice attached.
Click 'Edit' to customize the frequency. By default, your invoice will repeat with the job.
3. Click the gear icon to change the repeat option to your desired frequency.
Weekly
Monthly
Yearly
Does not repeat
For this example, we will set the invoice to repeat Bi-Monthly while being attached to a Monthly, recurring job.
Much like job frequency, you will need to establish your invoice's:
Repeat by
End period
Invoice date
Action: All invoice actions will execute starting 9 AM. 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 now go out from 9 AM.
As of May 6, 2024. All invoice actions will now start executing at 9 AM.
Previously, existing invoices had their actions executed at 9 AM, while system-generated invoices were created and actions executed at 12 MIDNIGHT.
We understand that you prefer not to charge and notify your customers at midnight. Therefore, we have adjusted all actions to start at 9 AM. 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 now begin at 9 AM.
IMPORTANT NOTE: All sending actions are placed in a queue, meaning they will start executing at 9 AM and should be completed before 11 AM. While invoices won't all send precisely at 9:00 AM, they are queued to send between 9 and 10 AM, and should not be later than 11 AM.
Before moving forward, let's take a closer look at date issued, invoice date, and action.
Date issued/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.
Action: This is the action that will occur on the invoice date. Your invoice can:
Send by email
Send by email and CC
Send by SMS
Send email and SMS
Charge to a card on file
Charge to a card on file and send a receipt.
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.
Upon saving, you'll now have the ability to see your invoice's frequency, which will be separate from your job frequency.
Job frequency:
Once you've established the frequency of your invoice, scheduling changes to your job will not affect your invoice any longer.
For example, if we move our job (initially scheduled Monthly on the 2nd Monday) to repeat Monthly on the 2nd Tuesday; your invoice will still maintain its own frequency.
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You have the ability to set up recurring invoices from active jobs on your calendar OR as stand-alone invoices on the customer's account.
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.
All recurring invoices are displayed on the 'Invoices' tab within the customer's account.
Note: Your recurring invoices are reflected in your Sales Forecast report and can also be accessed in an All Invoices report.