To reduce manual work for recurring invoices you create and send out regularly, you can create scheduled invoices. They aren’t actual invoices themselves; instead, schedule invoices serve as an order for the system to automatically generate an invoice at a scheduled time.
Note! Scheduled invoices are available as a paid add-on for certain Scoro packages only. Check the add-on availability on our Plans & Pricing page and learn more about managing add-ons.
This article covers everything you need to know about creating and managing scheduled invoices in Scoro.
1. Creating a scheduled invoice
Note! You can also create partial scheduled invoices.
There are two ways you can create a scheduled invoice:
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From the Invoice module – go to the Scheduled invoices tab and click the + New button.
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From an existing invoice – open the invoice from which you want to create the scheduled invoice, click the Create from invoice… button, and select Create scheduled invoice.
Most of the details you can fill out are the same as when you’re creating a regular invoice; however, make sure to set up the following settings to ensure that invoices will be correctly generated from your schedule invoice:
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Issue interval – this dropdown field allows you to select how often the scheduled invoice should be created.
- You can choose from the following options: single, every month, last day of the month, every quarter, two times a year, or every year.
- When selecting a recurring time, an additional Date of last issue field will appear, where you can choose between:
- Indefinite – choose this if you don’t want to set the date of the last issue.
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Pick a date – select the date when the invoice will be sent out for the last time. For example, the invoice is created every month until the end of the year.
- Tick the Send invoice automatically checkbox if you want the invoice to be sent out to your client automatically. You can then enter the email message for this invoice, add the necessary email addresses in the Cc and Bcc fields, and select whether you want to use your signature. When adding multiple email addresses in the Cc and Bcc fields, separate them with a comma and a space.
If you don’t want to send the invoice automatically, the invoice will still be created at the selected time and appear on your invoices list. You can send it out manually from there if you wish – just select the invoice from the list and click Send.
If the option to send the invoice automatically is not selected, then the invoice is still created at the chosen time and appears in your invoices list. You can send it out manually from there. Simply select the invoice from the list and click Send.
Note!
- To send invoices automatically from Scoro and ensure they reach your clients, you need to set up your personal SMTP or have your site administrator enable and set up the custom email domain add-on for your site.
- If your site has set up approvals for scheduled invoices, and the scheduled invoice exceeds the threshold, invoices generated from that scheduled invoice can’t be sent automatically to your clients. They need to be approved first, after which you need to send them out manually.
The generated invoices will be listed in the Invoices section in the scheduled invoice detailed view.
2. Scheduled invoices list
By default, the list of scheduled invoices under Invoices > Scheduled invoices shows only invoices with the Active status; however, you can filter the list view as needed.
You can change the status of a scheduled invoice by clicking on the status in the list, or select multiple invoices in the list and change all of them at once:
- Select the Archived status if you no longer use the scheduled invoice(s).
- Select the Tentative status to pause the invoice generation from the selected scheduled invoice(s).
The envelope icon in the list view indicates that the invoices generated from this scheduled invoice are sent out automatically.
3. Frequently asked questions
If I've exceeded the budget for a given retainer period, is the scheduled invoice adjusted automatically?
The scheduled invoices are not adjusted automatically. If you've exceeded the budget for your retainer period, you need to adjust the scheduled invoice accordingly.