OFFICE: Recurring Generators

What is a Recurring Invoice Generator?

A Recurring Invoice Generator lets you automatically generate Invoices on a schedule and frequency that you specify. These Generators you will directly assign to a single Client or multiple Clients or Circle(s) and each time the generation cycle happens the resulting Invoice will be directly assigned to that one Client or those particular Client(s) or Circle(s). You pre-define the line items, the amounts, the payment options, payment gateways, etc. and each Invoice that is generated will contain the same items/options as were configured in the Recurring Generator.

You can also create a Dynamic Recurring Invoice Generator. Instead of having to create a Recurring Invoice Generator for each Client, you can assign it via Automations or Kickoff Form.

IMPORTANT: A Recurring Invoice Generator is not the same as a Subscription Payment. A Recurring Generator continuously generates the Invoice itself for the Client to manually pay.

How do I Create a Recurring Invoice Generator?

To get started navigate to Office > Invoices.

From here, hover your cursor over the Generators tab in the top navigation bar and select Recurring from the dropdown.

Then click the +Add Recurring Generator button.

You'll now have a choice between Dynamic and Direct.

If you are manually assigning this Generator to a particular Client choose Direct. If you are creating a Generator to assign to clients via Automation choose Dynamic.

Direct Recurring Generator

Creating a Direct Recurring Generator is very similar to creating an Invoice with a few differences.

CLICK HERE to learn more about creating Invoices

Generate Invoice As: This is what the Invoices that the Recurring Generator produces will be generated as. You can choose Open or Draft from the dropdown menu.

Trigger Creation from Generator Every: You can customize how often the Generator will trigger. The intervals you can choose from are Days, Weeks, Months, and Years.

First Creation Date: Set when you would like the first Invoice to be created.

Assign Automations: Trigger Automations for when the Invoice is Generated and/or when the Invoice is Paid.

Relative Due Date: Upon generation of an Invoice set how many days the Client has until payment is due.

Once you are finished creating your Recurring Generator you can either Save as Open or Save as Draft. 

Open: The Recurring Generator will be active and will generate Invoices as configured.

Draft: It will save the creation process for you to complete later and will not generate Invoices.

Dynamic Recurring Generator

Creating a Dynamic Recurring Generator is very similar to creating a Direct Recurring Generator, with two key differences.

You are creating a "framework" that can be applied to different Clients so you don't assign it to a Client. Instead, the assignment will be made via automation. More details are in the following section.

For the First Creation Date instead of specifying a specific date, you can choose between a Relative number of days or a particular day of the month.

How do I assign a Dynamic Recurring Invoice Generator?

There are several ways you can trigger a Dynamic Recurring Invoice Generator for a Client.

CRM Options Menu

You can assign a Recurring Generator via a Client's CRM Options Menu.

Navigate to CRM > Contacts.

Click the Options menu button (3 dots) of the Contact you would like to assign the Generator to and select Recurring Generator.

A modal will appear in which you can make your selection.

While Creating/Editing a Contact

While creating a new Contact (via manually adding or Kickoff Form), or editing a Contact, you can assign them a Dynamic Recurring Generator in the process.

For manually adding a Contact navigate to CRM > Contacts and click the +Add Contact button.

Select the Recurring Generator you would like to assign from the dropdown menu.

This option will appear once you've set the Contact's Role as a Client.

CLICK HERE to learn about Creating a Contact

To add via a  Kickoff Form navigate to Forms and click the +Create Form button. Select Kickoff Form when prompted.

Set the Role of the Contact as a  Client.

You can then choose the Recurring Generator from the dropdown menu.

CLICK HERE to learn about Kickoff Forms

Via No-Code Automations

In most areas of the platform, you assign a Dynamic Recurring Generator to a Client using the Recurring Generator Automation.

For example, while creating a Project, you can add this Automation to trigger once the Project is Complete.

CLICK HERE to learn about Automations

How do I manage a Recurring Generator?

Navigate to Office > Invoices > Generators > Recurring and click the Options menu button beside the Recurring Generator that you would like to manage.

Edit: Change any information within the Recurring Generator.

Manage Automations: Click to set Automations to trigger when the invoice is Generated and/or when the invoice is Paid.

Duplicate: Make a copy of the Recurring Generator.

Pause: This will stop the generation of new Invoices. You can choose to Resume it any time and will enter a Resume Date when executed.

Delete: This will remove the Recurring Generator from the platform. This action cannot be undone. It is recommended to archive Recurring Generator for record-keeping.

Archive: Make the Recurring Generator Inactive. It will be relocated to Office > Payments > Archive tab. From here you can choose to View, Restore, or Delete.

Each new generated Invoice will be visible to the Client in their Portal under Office > Invoices. They will be able to able to view and pay it just like a normal Invoice