Recurrent Invoices
A recurrent invoice is a reusable invoice template for a customer you bill the same way over and over — a monthly service fee, a subscription, a rent, a maintenance contract. Instead of creating that invoice by hand every period, you set it up once with its next generation date and how often it repeats, and AdmCloud will generate the real invoices for you from then on.
What is it and what is it for?
A recurrent invoice is not itself a fiscal document — it's a model: a customer, a set of items with their prices and taxes, and a schedule. Once the model's next generation date arrives, it becomes eligible for generation, and with one click AdmCloud turns it into a real, normal credit invoice with today's date, the same way as if you had typed it by hand. After generating it, the template automatically moves its next generation date forward by its configured frequency, ready for the following period.
This is useful for anything you bill on a predictable schedule and don't want to retype: monthly subscriptions, recurring service fees, equipment rentals, maintenance contracts, and similar arrangements.
Screens in this area
| Screen | What it does |
|---|---|
| List — Pending generation | Shows only the templates whose next generation date has already arrived (that is, on or before today). This is the working view: from here you review what's due and click Generate Invoices to create the actual invoices. |
| List — All recurrent invoices | Shows every template, including those scheduled for a future date and those already voided. Use it to review or maintain a template before its turn comes up, filtering by date range, customer, subsidiary or project. |
| Create / Edit | The template form: customer, next generation date, frequency and the items table, the same way you would fill in a regular invoice. It also lets you duplicate an existing template to quickly create a similar one. |
| Details | The template in read-only mode, with its totals, attached files and activity/audit history. |
How to set one up, step by step
- Open the list and click Create. You need the "add" level of the invoices permission; if you don't see the button, ask your administrator for access.
- Select the customer. It must be an active customer — the template can be saved with an inactive customer, but no invoice will be generated from it until the customer is reactivated.
- Set the next generation date. This is the date on which the first (or next) invoice should be created. It doesn't have to be today — you can schedule it for a future date and it simply won't appear as pending until then.
- Set the frequency, in months. Enter 1 for a monthly invoice, 3 for quarterly, 12 for yearly, and so on. This is how many months are added to the next generation date every time an invoice is created from this template.
- Fill in currency, location and payment terms, and add the items or services to bill, with their quantity, price, tax and discount — exactly as you would on a regular invoice.
- Save. The template does not generate anything by itself yet; it simply becomes eligible once its next generation date is reached.
- When it's due, go to the "Pending generation" list and click Generate Invoices. Confirm in the dialog that appears. AdmCloud queues the generation and creates a real invoice, dated today, for every template that is due — copying the customer, items, prices and taxes exactly as configured on the template at that moment.
- Check the result. The process reports how many invoices were generated (and lists their numbers, if there are few) and lets you know if any template was skipped because its customer had become inactive in the meantime.
Key fields
| Field | What it is for |
|---|---|
| Customer | Who will be billed every time this template runs. Must be active for the generation to succeed. |
| Next generation date | The date on which this template becomes due. It automatically advances by the frequency after each generation — you don't set it manually again. |
| Frequency (in months) | How often the template repeats, expressed in whole months. Must be greater than zero. |
| Currency and exchange rate | Copied to every invoice generated from the template; if it doesn't match the customer's default currency, the system asks you to confirm before saving. |
| Payment terms | Copied to the generated invoice; defines when each resulting invoice becomes due. |
| Location | Where the invoice's items are considered to ship from; copied to every invoice generated. |
| Subsidiary | Only shown if your company has subsidiaries enabled; the template — and every invoice it generates — belongs to this subsidiary. |
| Items | The lines to bill each time: item, quantity, price, tax schedule and discount. They are copied as-is into every generated invoice, so changing them later only affects future generations, never invoices already created. |
| Project | Only shown if your company uses the Projects feature; copied to every generated invoice. |
| Attached files | Supporting documents kept on the template itself (for example, the signed service contract). |
Validations when saving
- Frequency greater than zero. A frequency of zero or a negative number is rejected.
- At least one item with an item or a description; an empty item list cannot be saved.
- Discount between 0% and 100% on every line.
- Up to 999 lines per template.
- Currency, location and payment terms must exist and not be voided.
- Currency mismatch with the customer's default currency asks for confirmation before saving, to avoid an accidental mix-up.
- A voided template cannot be edited — only viewed or deleted.
Generating the actual invoices
- Generation is not automatic on a timer — it runs when you (or someone with access) clicks Generate Invoices on the pending-generation list. There is no background job that creates these invoices without that click.
- Only templates that are due are processed: those whose next generation date is on or before today.
- Up to 50 invoices are generated per run. If you have more than 50 templates due, click the button again to process the rest.
- Inactive customers are skipped, with a warning listing which template and customer weren't processed — reactivate the customer and generate again when ready.
- Generated invoices are independent documents: once created, editing the template does not change invoices already generated; it only affects the next one.
- The template's next generation date moves forward automatically by its frequency right after its invoice is created — you never have to update that date by hand after the first setup.
Availability
- On the Enterprise plan, this feature is available only when the Core or Billing module is enabled for your company.
- Access is controlled with the "Invoices" permission of your user group, with separate levels to browse, add, edit and delete. Changing prices or line descriptions requires the specific "Change prices" and "Change description" invoice permissions.
- This feature is not available in Ecuador or Guatemala.
Tips and common mistakes
Frequency is always in whole months, never days or weeks. For a quarterly invoice use 3, not 90; for a yearly one use 12, not 365.
Don't forget to click "Generate Invoices." A due template that nobody processes simply stays pending — it does not turn into an invoice by itself. Make this a routine check, for example at the start of every billing period.
Updating the template only affects future invoices. If you need to correct an invoice that was already generated, edit or void that invoice directly — editing the template afterward won't change it.
More than 50 templates due at once? Click "Generate Invoices" again after the first run finishes; each run processes up to 50.