Blog   30.3.2010

Automated Invoicing With Recurring Invoices

Everyone looks forward to getting regular orders, as they ensure a steady source of income. During the course of daily stress, you often forget to factor in these recurring services. Furthermore, it can be a tedious and monotonous task. But with the new recurring invoices, such tasks are now automated.

From Hosting Packages, Maintenance Contracts and Other Marmots

There are many cases which require regular preparation of invoices, particularly if you are renting a product or service. That could either be hosting packages, domains, cars, machines or maintenance contracts among other services. At the end of a calculation period, there is always the same déjà vu à la “Groundhog Day“: I wrote this invoice already!

Billomat Becomes An Invoice Automat

The framework for such calculations is typically the same: there is a permanent cycle, the texts and positions are hardly adjusted. Usually, the dates and invoice numbers are the only variables. For all others, Billomat is already well prepared with its renowned placeholder concept.

Previously, such invoices were copied manually, while their corresponding positions were changed. Even when this workflow is done immediately, it is still work – provided you don’t forget to write the invoice.

The automation of this entire process is beyond clarity. Billomat introduced a new type of document: the recurring. Recurrings can neither be printed, sent nor paid. But its function is to automatically generate invoices and further process them, if necessary.

Various parameters can be defined:

  • Rotations and time: specifies the intervals (daily, weekly, monthly, quarterly, semi-annually, annually) and the times at which the invoices are to be created.
  • Date of next issue: when should the next invoice be created? After the creation of the first invoice, the rotation cycle for producing subsequent invoices is calculated according to this date.
  • Repetitions: Ideal for temporary contracts. You can specify a maximum number or an end date. As soon as this criteria is met, the invoices will stop automatically.
  • Action: What should be done during invoicing? Prepare drafts, completion or send via email?

The invoice date and the invoice number are automatically allotted.

Otherwise, the same fields and functions are available as with regular invoicing: Text, position, address, discount, currency, maturity and so on.

The detailed view of a recurring gives a quick summary of all the relevant information.

A quick manual invoice can also be generated outside of the fixed invoice rotation.

And we have introduced a new cross document feature: the links. This enables finding related documents again quickly. More on that later.

Although we are convinced that we have made another big step towards lessening the administrative workload, we still have a few more tricks up our sleeve. It should be interesting!

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