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Recurring Invoices

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Recurring invoices are invoices that automatically generate at given intervals.

 

Currently supported intervals are:

 

Daily
Weekly
Bi-Weekly
Every 3 Weeks
Every 4 Weeks
Monthly
Every 45 Days
Bi-Monthly
Quarterly
Every 4 Months
Every 5 Months
Every 6 Months
Yearly
Every 2 Years
Every 3 Years
Every 4 Years
Every 5 Years
Every 6 Years
Every 7 Years
Every 8 Years
Every 9 Years
Every 10 Years

 

 

Recurring invoices are created just like a standard invoice to start

 

 

Add the line items to the invoice that are to be charged every cycle

 

On recurring invoices there are a number of variables that can be used to represent relative dates:

 

<billing_cycle>

Monthly, Yearly, Bi-Weekly, etc (the billing cycle name)

<current_eng_short_month>

Nov, Oct, Dec, etc..

<current_eng_long_month>

November, October, December, etc..

<current_num_month>

01, 02, 03, etc..

<current_eng_short_day>

Mon, Tues, Wed, etc..

<current_eng_long_day>

Monday, Tuesday, Wednesday, etc..

<current_num_day>

1,2,3,4,5,6,7

<current_year>

2009, etc..

 

<next_year>

The year after the current year

<next_month>

The month after the current month

 

<next_invoice_eng_short_month>

Shows the "next invoice" month after the month part of the Next Invoice date, in the format described above.

<next_invoice_eng_long_month>

<next_invoice_num_month>

<next_invoice_eng_short_day>

<next_invoice_eng_long_day>

<next_invoice_num_day>

<next_invoice_year>

 

<invoice_date_eng_short_month>

Shows the invoice date's month, in the format described above.

<invoice_date_eng_long_month>

<invoice_date_num_month>

<invoice_date_eng_short_day>

<invoice_date_eng_long_day>

<invoice_date_num_day>

<invoice_date_year>

 

You can use these variables to do an item like:

 

 For service from <invoice_date> to <next_invoice_date>

 

When the billing cycle is run the pending invoice item names and/or descriptions will replace the above variables with their corresponding values.

 

For example, this item description on the recurring invoice:

 

 Service for <current_eng_long_month> , <current_year>

 

Would read:

 

 Service for May, 2009

 

... When a recurring cycle runs in May of 2009.

 

Another example:

 

 Service from <invoice_date_eng_long_month>, <invoice_date_year> to <next_invoice_eng_long_month>, <next_invoice_year>

 

 

 

Once the line items are finished, save the invoice, click the Recur tab

 

 

1.Select the recurring interval from the first drop-down menu.

 

2.Enter a next invoice date. If this is the first adding this invoice new this will be the first invoice date as well  (and can be the same day). To have one copy immediately available to send to the customer or post payments on, enter the current day.

 

3.If the invoice is only to recur until a specific date, enter that date in the last invoice field. Tick the box labeled "Recur Until Voided" to recur indefinitely (until you void the invoice).

 

4.If printing or snail-mail is needed, optionally fill in the Generate new invoice X days before Next Invoice date

 

5.If you do not want the invoice to print in batch print operations, check the Don't print in batches box

 

6.If you want the invoice to be marked paid automatically (as soon as it recurs), check the Auto-pay invoice when created box

 

7.Save the invoice!

 

After saving the invoice the status will change to Recur.

 

Remember! Recurring invoices are only template for future billing cycles, do not apply payments to recurring invoices!

 

The generation of recurring invoices to pending invoices still requires some human intervention. This is done so that the user (you) maintains total control over the billing cycle.

 

Close the invoice window.

 

The kBilling® main window should be visible. Follow the steps below to generate any recurring invoices that are ready.

 

 

Click the Recurring Invoices tab - this checks automatically to see if any recurring invoices are ready.

 

Auto Charge Credit Cards (check)

A check in this box will cause the credit card on file to be charged automatically through one of the online payment processors. This is only applicable when using a credit card payment gateway. Do not check this box unless you have properly configured your Plug N Pay, Verisign Payflow Pro or Authorize.net account in kBilling®.

 

Auto Email Paid Invoices (check)

A check in this box will cause paid invoice (paid using an online gateway) to be emailed automatically after payment is received and verified. This option is only applicable when using a credit card payment gateway. Do not check this bx unless you have properly configured your Plug N Pay, Verisign Payflow Pro or Authorize.net account in kBilling®.

 

Auto Email Unpaid Invoices (check)

Check this box to email copies of all generated invoices regardless of them being paid.

 

Generate Recurring Invoices (button)

Click this button to generate invoices for all the recurring invoices with a check listed in the box at the bottom left of the window. Depending on the checks in the top three checkes this may cause credit cards to be charged and invoice emails to be sent out.

 

View Payment Errors (button)

Payment errors occur when a charge fails using the credit card payment gateway. Click this button to view payment errors - if there are any payment errors a message will be displayed in the middle of the window.

 

Recurring Invoice List

 

 

A check in the check to the left of the Invoice ID column includes the invoice listed when the Generate Recurring Invoices button is clicked. Removing the check in that box will cause that invoice to not be generated. Manipulate the whole list with the Check/Uncheck/Invert buttons

 

 

Once all the appropriate options and invoices have been selected click the Generate Recurring Invoices button and the billing cycle will start! Depending on the recurring options set the invoices will be emailed. If the payment gateway feature is used cards will be charged at this point as well.

 

Remember. Recurring invoices are templates for future invoices, you cannot apply payments directly to recurring invoices!