How do I set up recurring invoices in Sage Business Cloud Accounting?

In this article, you will learn how to set up recurring Invoices in Sage Business Cloud Accounting.

Read the below instructions or alternatively watch the step by step video below.

 

 

Access the Recurring Invoices from Customers > Transactions > Customer Recurring Invoices.

 

Create a Recurring Invoice

To add a Recurring Invoice, click on the Add Recurring Invoice button.

 

Complete the screen with the following information:

 

• Select the Recurring Invoice recipient from the customer drop down list.
• The system will generate the next Recurring Invoice Number. If you choose, you can edit this number. If there are multiple users set up on your company, the Recurring Invoice Number field will display NUMBER. The next consecutive number will be allocated by the system when the Recurring Invoice is saved.
• Enter a transaction number, name or description in the Reference field for future reference purposes.
• If a discount applies to the customer transaction, enter a discount percentage in the Discount % field.
• Ensure that the Active check box is checked. If it is not, the system will not create any new Invoices from this Recurring Invoice.
• Specify the Recurring Invoice details in the Recurring Invoice Setup section. The Recurring Invoice is reliant on the information specified in this section. Ensure that you specify the following:
• Start Date of the Recurring Invoice.
• Frequency of the Recurring Invoice, be it daily, weekly, monthly, annually, and so on.
• End Date, which will indicate when the system must stop creating Invoices from this Recurring Invoice.
• Due Date for Payment, which the system uses to calculate the Payment Due Date on each Invoice created from this Recurring Invoice.
• Email address, if the Invoices are to be sent automatically. Click Email Signature to enter text that will be included in the body of the sent email.
• Check the CC check box if you want to send a copy of the invoice to yourself or another recipient. Accounting automatically populates your registered company email address in this field.
• Select whether you want the system to save the Recurring Invoice as a draft or to process and send the new Invoice to the customer automatically.
• You then enter or select one of the multiple delivery addresses.
• Check the Use Inclusive Amounts check box to enter inclusive prices and uncheck the check box to enter exclusive prices in the Lines section.
• Enter the invoice information in the lines by selecting the Items or Accounts that need to be invoiced.
• Add a message in the Message box, if applicable.
• Click on Save or Save and New to update the system with this information and/or create a new Recurring Invoice.

 

View Draft Invoices

If you want to view your Draft Invoices, click on the View Draft Invoices button.

The following screen displays:

You can now select the Draft Invoices that you want to process. You can select all by clicking on the Select All button or deselect all by clicking on the Deselect All button. The system selects all of the invoices by default.

 

You can edit a Draft Invoice by clicking on the edit link next to the Draft Invoice line. The changes that you make to the Draft Invoice will only apply to this invoice occurrence and will not update the original Recurring Invoice. The next time the system processes the Recurring Invoice, the Draft Invoice will be generated as per the original setup information.

 

You can also delete the Draft Invoice by clicking on the delete link next to the Draft Invoice line. If you delete the Draft Invoice at this stage, it will only delete this invoice occurrence and not delete the original Recurring Invoice. The next time the system processes the Recurring Invoice, the Draft Invoice will be generated as per the original setup information.

 

You have two options:

• Process and Email, which will process the selected Draft Invoices as Tax Invoices and email them to the relevant Customers.
• Process Tax Invoices, which will process the selected Draft Invoices as the Tax Invoices but will not send them. You will then be able to print the Tax Invoice and send it to the customer.

 

Note: 

• Recurring Invoices only work for future dates.
  
  
• To change the next run date, edit the Recurring Invoice and update the Start Date to the new date you want to run the Recurring Invoice for, ensure that frequency is also correctly setup then click Save

 

The service for Recurring Invoices runs throughout the day. You will see the message below while the service is running and the invoices are being generated. Once the service is complete and the invoices are generated, the message will be removed.