OFFICE: Accumulating Generator

What is an Accumulating Generator?

An Accumulating Generator is a mechanism that you can configure to generate an Invoice for your Client(s) on a regular schedule (such as every month). It is basically a "running tab" for your Client. You can add Items to the Accumulating Generator as you work. When the Generator is triggered by the configured schedule it takes all the Items that were added to the Generator and generates an Invoice. The Generator then clears all the Items that were on that Invoice and is "reset" for you to "accumulate" additional Items by adding them to the Generator as needed while you work.

The huge advantage is that you, your team, and even Freelancers can add Items to the appropriate Accumulating Generator. Then at the end of every month (or whatever time interval you set), the Invoices are automatically generated and no work gets left behind or unbilled. No one has to remember to create the Invoices and everything gets counted. 

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

Here's an example of an Accumulating Generator in action:

Bob is a Client of yours and you are maintaining a website for them. This means that you do periodic backups, update product listings on his online store, and do other general maintenance.

Bob has requested for you to bill him every month for the work performed. Some months may be busier than others, so you need a mechanism to track this billing each month, then start over fresh for the following month.

Using an Accumulated Generator you can add any work you have completed throughout the month. It basically serves as a 'log' of their completed items. At the end of the month, the Accumulating Generator automatically generates an Invoice for the Items currently added, then wipes it clean so that it's empty and ready to go for the next month.

How do I create an Accumulating Generator?

To get started, navigate to Office > Invoices.

Then, hover your cursor over Generators in the top navigation menu bar and select Accumulating.

Click the +Add Accumulating 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 Accumulating Generator

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

CLICK HERE to learn about creating an Invoice

Assign to Client(s) and add Generator Title. If you'd like to create a duplicate for more than one Client click the box.

Add Description / Internal Notes to Accumulating Generator Details if desired. The information in this field is for internal use only. The Client(s) will never see this information.

Add Items, Discounts, and/or Taxes if needed. The Summary will display the information you add.

Accumulating Settings trigger the actions you need.

Generate Invoice As: Choose from the dropdown menu how the Invoice will be generated when the Generator is triggered. You can choose Open (will immediately be assigned to the Client), or Draft.
Trigger Creation from Generator Every: Choose the type of interval and how often this Generator will be triggered. You can choose from Days, Weeks, Months, or Years.
First Creation Date: Select the date that the first Invoice will be generated. You can choose a shortcut relative date below this field.
Payment Settings is where you can change the Currency, along with Partial Payment, Disable Online Payments, Third Party link, and Available Gateway(s).

Customize what appears inside the Custom Fields section. Tax numbers, addresses, phone numbers, and more can be added here.

Relative Due Date: Set a Due Date for the Invoice to be paid which will be determined based on the date it is generated.

You can also choose to not remove any Discounts or Taxes that were applied to the previous Invoice. This will start the new period with the Discounts or Taxes still in place, instead of wiping everything clean. (This only applies to standalone Discounts and Taxes, and ones that were applied to individual items.)

Once you are finished creating your Accumulating Generator, you can either Activate or Save as Draft

Active: The Accumulating Generator will be active and will generate Invoices as configured.

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

You can set a Minimum Amount in order for the Invoice to be generated. The Invoice will only be created if this minimum is met, otherwise, the Items will be carried over to the next generation cycle.

For example, if you set the Minimum amount to 50.00 and at the end of the generation cycle the amount is 45.00, the Invoice will not generate. Instead, the new Accumulating Generator cycle will begin with those same Items totaling 45.00.

In Communication Settings toggle the switch on to send the Client(s) an Email Notification when a generated Invoice is created as Open.

Dynamic Accumulating Generator

Creating a Dynamic Accumulating Generator is very similar to creating a Direct Accumulating 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 Accumulating Generator?

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

CRM Options Menu

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

Navigate to CRM > Contacts.

Click the Options menu button of the Contact you would like to assign the Generator to and select Accumulating 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 Accumulating Generator in the process.

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

Select the Accumulating 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

Via Kickoff Form

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 Accumulating 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 Accumulating 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 an Accumulating Generator?

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

Edit: Change any information within the Accumulating Generator.

Duplicate: Make a copy of the Accumulating 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 Accumulating Generator from the platform. This action cannot be undone. It is recommended to archive Accumulating Generator for record-keeping.

Archive: Make the Accumulating 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.