--- title: User Guide - Creating & Managing Recurring Invoices description: "Use this workflow for invoices that repeat on a regular schedule, such as software subscriptions or monthly landscaping fees.\n\nPhase 1: Creating the Schedule\nNavigate to Accounting > Payables > Invoices.\nClick Add Invoice.\n\n\nEnter the Vendor name and check the box for Scheduled Invoice.\nClick Edit the schedule to set your desired frequency.\n\n\nFill in the Debit account, Cost center, and Amount.\nClick Create.\n📌 Where to find it: Once created, the invoice and its schedule will appear under the Scheduled tab in the Invoices menu.\n\n\nPhase 2: Reviewing and Posting\nOnce a scheduled invoice generates, it drops into your Pending list for a final review before hitting your books.\nGo to your Pending list and open the invoice.\nReview and adjust the Invoice date, GL date, and Due date if needed.\nIf everything looks correct, click Post in the invoice drawer.\nClick Pay Invoice.\n🖨️ 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.\nCrucial System Rules to Know\nThe 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.\nEditing 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.\nInvoice Numbers: These are system-generated and cannot be edited.\nMatching Dates: By default, the date you choose for the invoice to run will automatically populate as the Invoice Date, GL Date, and Due Date." --- [Skip to content](https://solutions.smartwebs.com/en-us/smartwebs-solutions/user-guide-creating-managing-recurring-invoices#main-content) English - United States Show submenu for translations ![Logo-FullColor HOA management Platform-1](https://solutions.smartwebs.com/hubfs/Logo-FullColor%20HOA%20management%20Platform-1.svg) - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) Open main navigation Close main navigation - [Smartwebs Solutions Home](https://solutions.smartwebs.com/) - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) - [Manage Tickets](https://support.smartwebs.com/tickets-view) - English - United States Show submenu for translations - [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) [Contact Us](https://share.hsforms.com/2VBrljHAiSeCkcUy_-IEe_Aq0yoc) How can we help you? - There are no suggestions because the search field is empty. 1. [Smartwebs Solutions](https://solutions.smartwebs.com/en-us/smartwebs-solutions?hsLang=en-us) 2. [Accounting](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us) 3. [Payables](https://solutions.smartwebs.com/en-us/smartwebs-solutions/accounting?hsLang=en-us#payables) June 25, 2026 # 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**. ![](https://solutions.smartwebs.com/hs-fs/hubfs/image-png-Jun-25-2026-05-57-31-5341-PM.png?width=1718&height=507&name=image-png-Jun-25-2026-05-57-31-5341-PM.png) 3. Enter the **Vendor name** and check the box for **Scheduled Invoice**. 4. Click **Edit the schedule** to set your desired frequency. ![](https://solutions.smartwebs.com/hs-fs/hubfs/image-png-Jun-25-2026-05-57-54-1792-PM.png?width=1604&height=727&name=image-png-Jun-25-2026-05-57-54-1792-PM.png) 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. > ![](https://solutions.smartwebs.com/hs-fs/hubfs/image-png-Jun-25-2026-05-58-14-8809-PM.png?width=1609&height=725&name=image-png-Jun-25-2026-05-58-14-8809-PM.png) ### 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. 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