Periodic invoicing allows you to automatically generate pre-set invoices at regular intervals.

This feature may be useful in cases where you are contracted to provide ongoing services that are invoiced at set periods. This might include Security and Fire Safety industries which provide constant monitoring of premises.

This two-part process involves:

1. Creating a Periodic Invoice Template and
2. AroFlo generating the invoices at set times based on the Periodic Invoice Template.

Create a periodic invoice template

The timing for invoice creation is based on the invoice date and the frequency set in the Periodic Invoice Template.

The Periodic Invoice Template will contain Information similar to a regular invoice.

To create a Periodic Invoice Template:

1. Go to Accounts > Invoices option > Periodic > Create Periodic 
   

   Alternatively, You can also create a Periodic Invoice through:

   - Accounts > Invoices > Periodic Invoices > Create Periodic, or… 
   - Accounts > Invoices > Create Periodic Invoices.

    

   Show me an example of a template

   

    

    
2. Set the Client to receive the Periodic Invoice
3. Select a Location (if applicable)
4. Enter a customer order number in the Cust ON field (if applicable)
5. Add Client Notes (if applicable) 
   

   Client notes are internal and will save in the Client Message field found on the Client Card.

    
6. Set the Invoice Date for when the next invoice should be created. 
   

   This must be a future date and not today's date

    
7. Select a Frequency for invoice creation.
8. Select one of the following options for the Auto Email on Generation field:
   1. No - Do not auto-email the invoice.
   2. Yes - Individual - the system will email this invoice only.
   3. Yes - Group By Client - the system will group this invoice in an email with other periodic invoices that have the same client and also have the 'Group by Client' setting.
9. Add a periodic invoice Description in the Description field. This will also appear on your invoice.
10. Add line items as required. 
    

    - Refer to Adding Line Items to a quote for more information on adding materials and labour using Add Line Item, Multi-Search and Supplier Catalogues. 
    - You don't need any line items on the invoice for the invoice to generate; items can be added once the invoice appears in Current Invoices. 
    - If you've set up Tracking Centres, you can use them on your periodic invoices.

     

    By default, inventory items added to a Periodic Invoice will not affect inventory stock levels. If you would like to track inventory levels for sales invoices, a Site Administrator will need to enable this feature in Site Admin > Settings > Inventory > Track Inventory on Sales Invoices.

     
11. Set the Generated Invoice Status.
12. Click Save. This periodic invoice template will now be visible in the Periodic Invoice Menu (see section below).