How to Create and Manage Recurring Invoices

Recurring invoices in Inspect Point make it easy to automate repeat billing by generating invoices on a defined schedule, with the option to auto-send them to your customers.

This article provides an overview of the key features of recurring invoices and how to use them in your workflow. Many customers set up recurring invoices for ongoing services such as monitoring or recurring ITM inspections. 

In this article, you’ll learn how to:

• Enable recurring invoices

• Create a recurring invoice and configure Recurrence Settings (including auto-send)

• Edit or update recurring invoice details

• Convert a one-time invoice into a recurring invoice

Enabling Recurring Invoices: 

Before creating recurring invoices, the feature must be enabled in your backend settings.

1. Navigate to the backend Settings.

2. Under the Invoice/Payments section, select Invoice Settings.

3. Scroll down to the list of available invoice settings.

4. Toggle Enable Recurring Invoices.

5. Click Save.

How to Create a Recurring Invoice

1. Navigate to the Building where you’d like to create the invoice.

2. Select the Invoices tab on the building detail screen. 

3. Click New Invoice.

4. Choose Recurring Invoice when prompted.

5. In the Recurrence Settings, set the following details:
   Frequency (e.g., monthly, yearly)
   End date or number of occurrences
   Auto-Send Invoice (optional)

6. Click Save.

7. Add line items as you would for any invoice.

8. Save and Send the invoice.

The invoice will now generate automatically on the schedule you set. 

Important: 

• When an invoice is set to recur, Inspect Point will automatically generate a new invoice on the schedule you choose. The only way the recurring invoice will automatically send to the contact is if the Auto-Send box is checked during the creation or editing of a recurring invoice. 

• If there isn't a contact associated with the building, the auto-send option will be greyed out. If you save the invoice, go back to the building and add a contact, you can edit the invoice's recurrence details and check the auto-send option. 

• If you're starting from the Invoices tab on the Navigation bar, the auto-send option will be greyed out. Save the invoice > edit the invoice to update the recurrence details. 

• Recurring invoices are generated 11:00AM EST.

How to Convert a One-Time Invoice to Recurring: 

1. Edit the invoice 
   From the Invoices tab, select the Edit icon 

   

2. Toggle Recurring Invoice 
   On the invoice edit details, toggle the Recurring Invoice toggle
   

3. Set the Recurrence Settings  
4. Save and Continue Invoice Creation
    

How to Edit a Recurring Invoice: 

1. Edit the Invoice 
   From the Invoices tab, select the Edit icon
2. Select the Edit Recurring Invoice option 
   
3. Adjust the Recurrence Details
4. Save and Continue Invoice Creation 
    

How to Send a Recurring Invoice: 

Recurring Invoices will automatically generate on the schedule set, however, if the invoice was not set to auto-send, it must manually be sent by a backend user. This can be done a few ways: 

• From the Invoices tab on the Navigation back, click the envelop icon

  

• Click on the Invoice number, then select the Send option in the upper-right corner 

Notes: 

• From the Invoices tab, use the Recurring Invoice filter.
• If you are unsure the invoice was sent, click on the Invoice No. where you will see the Invoice History section, as well as a a message at the top of the page letting you know the invoice has not been sent. 

👉 Related Article: Introduction to Recurring Invoices