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How to add and edit a recurring sales invoice

Fancy some visual help?
Watch our helpful tutorial video for Raising & Issuing Invoices in Crunch.
Please note: You'll need to create a first instance of the invoice before you're able to do this, once you've got an existing invoice issued in Crunch you'll be able to set recurring invoices up.

To set up your sales invoice to automatically recur, you’ll need to navigate to ‘Invoices’ under the ‘Sales’ tab and click ‘Set up recurring invoice’ using the relevant invoice 'Options' menu:

The ‘New recurring invoice event’ form will appear to the left. From here, you can select exactly when you’d like the event to recur. 

In our example, we’d like the invoice to be created every month on the 21st September, with no end date:

If you wanted to set up a recurring quarterly invoice, simply set the ‘Repeat every’ drop-down to three. For fortnightly, choose to repeat ’Weekly’ and then specify that the event repeats every two weeks. This way, you can customise exactly when you’d like your event to occur, when you’d like it to start, and when you want it to stop.

In the second portion of the form, you can choose whether the sales invoice that will be created will be issued at the same time. You can choose for it to be emailed to your client directly through Crunch and for a reminder to be emailed to you before the event occurs too:

Note: When emailing a sales invoice Crunch will address the email to those contacts which are selected as ‘Email by default’. You can change who this is by editing your client in the ‘Clients’ list within the ‘Sales’ tab.

Be warned, though - sales invoices cannot be deleted. With that in mind, you can also choose to receive an email reminder before your invoice is issued, and specify how many days before the event that reminder will be sent.

Once you're happy with your event, click ‘Create event’, and on the start date, your invoice will be created and appear in your invoice list with a small clock icon indicating it was created automatically.

You can click this icon on any recurring invoice to edit the event which created it i.e. to change the date it is created, or whether it is issued or not.

Need to edit a recurring invoice event or template?

There are two aspects of a recurring invoice which you can edit. 
The first is the event which creates your invoice, and the second is the template from which the invoice is created. We'll detail both here.

Edit recurring event:

To edit the event which creates your recurring invoice, you can either find an invoice created by the event and click its clock icon, or you can navigate to the ‘Recurring Invoices’ tab and click ‘Edit event’ in the ‘Options’ menu of the relevant event:

Either way, the ‘Edit recurring invoice event’ form will appear where you can customise exactly when you’d like your event to happen. For example, if you need to change a monthly event to occur every four weeks on a Thursday, simply specify a new end date and manually set the next occurrence date.

If you wish to disable the event, you can do so here, or from the previous list. Disabling the event will stop any invoices from being created by the event for as long as it is disabled. 

Edit recurring invoice template:

If you wish to change the template from which your invoices are created, navigate to the ‘Recurring invoices’ tab and click ‘Edit invoice template’ from the Options menu:

You will see a familiar-looking form where you can edit the client, line items, payment terms, and note of the sales invoice that will be created by the associated event. 

Note: Editing this template will not affect any existing invoices. 

Simply make the changes you wish and hit ‘Update template’. 

Then when the event next creates the sales invoice it will feature the changes you made.

Need to recharge an expense on an invoice?

  • We have this for you

Need to record a ‘client payment’ against your invoice?

Last Updated: 01 Oct 2019 09:27AM BST
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