This article explains how to set up recurring invoice profiles and then send these recurring invoices automatically to customers. My Gadget Repairs offers a simple solution that automatically handles the invoicing process for recurring jobs. Some jobs are one-off, but others are ongoing, you may have to bill on a weekly, monthly, quarterly, yearly or on any other basis. Recurring jobs are often the best jobs, as they provide regular, assured income. But they also come with massive overhead in terms of monitoring and billing at the right time for a correct time frame.
MGR’s “Recurring Invoices” feature automatically creates invoices and sends them to the customers on a regular, pre-configured basis. For each recurring job, you only need to set up the procedure once.
There are 2 different ways you can create recurring invoices in MGR.
- Via the Ticket Invoices – It means you already have customer and billable items in the invoice and you just need to define some additional parameters.
- Create a blank “Recurring Invoice” profile and define all the parameters.
Both interfaces are as good as each other, it all depends on if you already have an invoice or not and if you do then you might as well start the process via the “Ticket Invoices” this way is much quicker because the system knows the customer information and the line items.
Let’s start with creating the recurring invoices via the Ticket Invoices interface.
- Let’s go to the Ticket Invoices
- Select the invoice you want to make it recurring. There is a blue icon as shown in the below screenshot
- A new popup will open which will populate the customer details and the line items. You can still add more line items and remove existing line items, Please see the below screenshot.
- As you can see you have additional parameters available to configure the recurring invoice profile.
- Frequency: Depending on how often you want the invoices to be sent, select a time period from the ‘Frequency’ drop-down menu.
- Period Mode: If it’s “In Advance” to in “In Arrears“
- Last Run At: When it was the last run so you know the invoice has been sent.
- First Run At: When you want the recurring invoice to start.
- Commission Type: If there is any commission for your technicians.
- Commission Value: If so what’s the value.
- Linked Ticket Status Progress: Each invoice will be creating the ticket this is so you can control the workflow of your ticket.
- Once ready then please click on the “Add Recurring Invoice” button. Please see the below screenshot
You can still make the changes at any point, please click on the “Edit” icon to do that, it will also show you all the invoices and tickets related to this recurring profile as shown in the below screenshot.
You can also create a recurring invoice via the “Recurring Invoice” and “Add New Recurring Invoice”, the only difference is that you will have to provide the customer and line item information.
Please note that if the notification no “57 – Ticket Invoice to the customer when a Recurring Invoice was created” is enabled then an automated email will be sent to the customer with a link to make the payment if it’s set as “In Arrears“.