# Recurring Invoices

Recurring Invoices let you create templates that automatically generate invoices on a schedule. Perfect for retainer clients, subscriptions, and regular billing.

# Overview

With recurring invoices you can:

• Automate billing — Generate invoices automatically
• Flexible scheduling — Weekly, bi-weekly, monthly, quarterly, or yearly
• Auto-submit to LHDN — Optionally submit e-invoices automatically
• Track generation history — See all invoices created from a template

# Getting Started

# Accessing Recurring Invoices

Navigate to Accounting > Recurring from the main menu.

# Creating Your First Template

1. Click New Template
2. Enter a Template Name (e.g., "Monthly Retainer - Acme Corp")
3. Select the Customer to invoice
4. Configure the schedule
5. Add line items
6. Click Create Template

# Creating Templates

# Basic Information

Field	Description
Template Name	Descriptive name for the template
Customer	The customer to invoice
Description	Optional notes about the template

# Schedule Settings

Setting	Description
Frequency	How often to generate invoices
Start Date	When to start generating
End Date	Optional end date for the template

Frequency Options:

• Weekly — Every 7 days
• Bi-weekly — Every 14 days
• Monthly — Same day each month
• Quarterly — Every 3 months
• Yearly — Once per year

# Invoice Options

Option	Description
Invoice Number Prefix	Prefix for generated invoice numbers (e.g., "REC")
Auto-Submit	Automatically submit to LHDN after generation

# Line Items

Add the products or services to invoice:

1. Click Add Item
2. Select a Product (optional but recommended)
3. Enter description
4. Set quantity
5. Set unit price
6. Select tax type

The template calculates and shows the total amount.

# Product Sync

When you link a line item to a product, you can enable automatic syncing:

Option	Description
Sync Price	Automatically update unit price when product price changes
Sync Tax	Automatically update tax rate when product tax changes

Benefits:

• Update product prices once, all templates update automatically
• No need to manually edit each recurring invoice
• Tax rate changes apply to all linked templates

To disable sync for a specific item, uncheck the sync options. The item will keep its current values even if the product changes.

# Managing Templates

# Template Actions

Action	Description
Generate Now	Immediately create an invoice from this template
View History	See all generated invoices and failures
Pause	Temporarily stop automatic generation
Resume	Resume a paused template
Delete	Remove the template

# Template Status

Status	Icon	Description
Active	Green check	Generating invoices on schedule
Paused	Yellow pause	Temporarily stopped
Completed	Gray check	End date reached, no more invoices
Failed	Red warning	Last generation failed

# Next Generation Date

Each template shows when the next invoice will be generated. This date updates after each successful generation.

# Generation History

View the complete history of invoices generated from a template.

# Accessing History

1. Find the template in the list
2. Click the History button (clock icon)
3. View the history modal

# History Statistics

• Total Generated — Number of invoices created
• Failures — Number of failed attempts
• Last Generated — When the last invoice was created

# Last Error

If generation failed, you'll see:

• Error message
• When the error occurred
• Number of retry attempts
• Option to retry manually

# Invoice List

For each generation:

• Invoice number and status
• Amount generated
• Date and time
• Link to view the invoice

# Automatic Generation

# How It Works

1. A scheduled job runs daily
2. Checks all active templates
3. Generates invoices where nextGenerationDate is today or past
4. Updates the next generation date
5. Optionally submits to LHDN if auto-submit is enabled

# Failure Handling

If generation fails:

• Template status changes to "Failed"
• Error is logged in history
• You can retry manually via "Generate Now"
• Fix any issues before resuming

# Auto-Submit

When enabled:

• Invoice is generated as usual
• Immediately submitted to LHDN
• E-invoice status is tracked
• Failures are logged separately

# Tips

# Best Practices

• Use clear names — "Monthly Hosting - ABC Company" is better than "Template 1"
• Set end dates — For fixed-term contracts, set an end date
• Review history regularly — Catch failures early
• Use prefixes — Different prefixes help identify recurring vs one-time invoices

# Common Use Cases

1. Monthly Retainers

   • Frequency: Monthly
   • Fixed amount each month
   • Auto-submit enabled

2. Quarterly Subscriptions

   • Frequency: Quarterly
   • Same start day each quarter
   • Set end date for annual contracts

3. Weekly Services

   • Frequency: Weekly
   • For ongoing weekly work
   • Review generated invoices before sending

# Troubleshooting

Invoice not generated:

• Check if template is Active (not Paused)
• Verify the next generation date
• Check history for errors

Wrong amount:

• Edit the template line items
• Changes apply to future invoices only
• Past invoices are not affected

Customer not receiving:

• Generated invoices are created as drafts
• You may need to send them manually
• Or use auto-submit for e-invoices