User Guide - Creating & Managing Recurring Invoices

Use this workflow for invoices that repeat on a regular schedule, such as software subscriptions or monthly landscaping fees.

Phase 1: Creating the Schedule

1. Navigate to Accounting > Payables > Invoices.
2. Click Add Invoice.
   
3. Enter the Vendor name and check the box for Scheduled Invoice.
4. Click Edit the schedule to set your desired frequency.
   
5. Fill in the Debit account, Cost center, and Amount.
6. Click Create.

📌 Where to find it: Once created, the invoice and its schedule will appear under the Scheduled tab in the Invoices menu.

Phase 2: Reviewing and Posting

1. Once a scheduled invoice generates, it drops into your Pending list for a final review before hitting your books.
2. Go to your Pending list and open the invoice.
3. Review and adjust the Invoice date, GL date, and Due date if needed.
4. If everything looks correct, click Post in the invoice drawer.
5. Click Pay Invoice.

🖨️ Check Payment Tip: If you are paying by check, remember to manually enter the text you want to appear in the memo/description line on the physical check.

Crucial System Rules to Know

• The Approval Engine: If the association uses the approval engine, the invoice will automatically route to the designated approvers as soon as it generates on its schedule.
• Editing Schedules: You can modify or remove a recurring schedule at any time by going to the Scheduled tab, clicking Options, and selecting Edit or Delete. Changes will take effect on the next scheduled run.
• Invoice Numbers: These are system-generated and cannot be edited.
• Matching Dates: By default, the date you choose for the invoice to run will automatically populate as the Invoice Date, GL Date, and Due Date.