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Recurring invoices that send themselves

Set up once what you bill every month. Vporiadku issues the invoice on its day and e-mails it to the client in the morning, with the PDF and a QR code.

A recurring invoice is a schedule: from one template invoice a new invoice with its own number, dates and billing period is created at the interval you choose. Turn on Send to the client by e-mail and you do not even have to open it: the client gets it by itself.

Step by step

  1. Prepare a template invoice

    Issue or save the invoice you want to repeat. Check the e-mail address on the client card: the invoice goes there.

  2. Open Recurring invoices

    In the menu choose Recurring invoices and click New recurring invoice. On an invoice, the button Create recurring invoice does the same.

  3. Choose the interval and the first date

    Pick the template document, the interval (weekly, monthly, quarterly, yearly) and the day of the first invoice. The due days, the end date and the number of invoices are optional.

  4. Turn on issuing and sending

    Turn on Issue automatically, then Send to the client by e-mail. On your first schedule sending is already on when the client has an e-mail address.

  5. Save and follow the history

    After saving, click Show details on the schedule card. In Issue history each invoice says whether it reached the client and, if not, why.

When the invoice leaves

The invoice is issued in the night after midnight (Slovak time) on the day it is due. The e-mail leaves in the morning of the same day, from 7:00 (from 8:00 in summer), so the client does not get an invoice at one in the morning. Issue now issues the invoice and sends it at once.

What the client gets

  • The same e-mail as a manual send: your text from Settings → Email Sending → Email texts.
  • The invoice as a PDF; on a euro invoice also the PAY by square QR code and the payment link, if you have it on.
  • One e-mail per invoice. Even if the schedule runs twice, no second e-mail leaves.

Every e-mail sent is also listed in Settings → Email Sending → E-mail history, and the invoice is marked Sent.

When the e-mail does not leave

The invoice stays issued in every case. The schedule history and the schedule card say why:

  • The client has no e-mail address: add it on the client card and send the invoice by hand from its detail.
  • The address is blocked because mail to it bounced before, or the mail server refused the message.
  • You cancelled, deleted or already sent the invoice by hand in the meantime: no second e-mail is sent.
  • You turned sending off before the morning, or the e-mail waited more than 3 days (after an outage, for example).
  • Sending stopped half way: Vporiadku does not repeat it by itself, so the client never gets the invoice twice. Look at E-mail history and send it by hand if needed.

Frequently asked questions

Can drafts be sent too?
No. Only an issued invoice goes to the client. Turning off Issue automatically turns sending off as well.
Does the invoice go to several people at the client?
It goes to the e-mail address on the client card, as a manual send does.
What if I pause the schedule?
A paused schedule issues and sends nothing. When resumed, it continues with the next period.

Did not find your answer? Write to us at podpora@vporiadku.sk; we answer in Slovak, English and Ukrainian.

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