Fact enables to generate invoices at regular intervals, making it ideal for subscriptions, rent payments, or any other recurring invoicing needs.
Here is how to set up and manage recurring invoices.
Steps for setting up recurring invoices
Create an invoice model: Validate an initial invoice to serve as a model for recurring invoices.
Configure the periodic: Define the specifics of the recurring invoicing (dates, frequencies, etc.).
Generate invoices: Produce recurring invoices based on the defined settings.
Edit and validate: Adjust generated invoices if necessary before final validation.
Set up periodic
Create and validate an invoice (see article "Create an invoice").
Once the invoice is validated, click on the periodic creation button in the side panel.
Fill in the following fields:
Subject: Include dynamic fields such as:
#DAYto display the day (“22”).#MONTHto display the month (“July”).#YEARto display the year (“2022”).
First generation: Date of the next invoice.
Frequency: Weekly, monthly, etc.
Billing period: Previous month, current month, or next month (requires activation in settings).
Occurrences: Number of invoices to generate (“0” for unlimited recurrence).
Generation mode:
Automatic: Invoices are created, validated, and sent automatically.
After validation: Invoices are generated in "Draft" status for manual modifications before validation.
Click “Save” to confirm the periodic setup.
Periodic is now activated for this invoice. You can modify the settings by clicking on the recurring setup in the Recurring tab of the Documents menu.
Generate periodic invoices
"After Validation" Mode
Navigate to Periodics tab in Documents section.
Click on the invoice generation button.
In the confirmation window, click Generate.
The invoices are then generated in draft format.
Note: Manual generation includes all invoices not yet created up to the current date.
Validate generated invoices
Several invoices
If multiple recurring invoices have been created, you can view a summary and generate them all at once:
Click “View List”.
Skip any invoices that should not be generated, then click Generate.
Confirm the operation in the confirmation window.
One invoice
If only one recurring invoice has been created in draft format, the Generate button appears directly in the side panel.
Additional actions on draft periodic invoices
For each draft invoice, the following actions are available:
Edit the invoice:
Adjust the subject, items, unit price (UP), quantity, etc.
Click “Save” to save changes.
Send by email:
Send the invoice directly to the client by email from the draft.
Delete an occurrence:
Cancel a specific occurrence if the client should not be billed for that period.
Stop the generation:
Remove the recurring billing schedule. Future occurrences will not be generated.
Update the model:
Apply the draft changes to the billing model. Future invoices will include these adjustments. Note: Save changes before applying this action.
Viewing invoices
Once recurring invoices are generated, you will find them in Invoices tab under the To settle status.
They will also be automatically sent to your clients (email addresses provided in the customer file).
You can disable automatic email sending in the application settings.
See the article: Main parameters
Manage Periodics
Click on the Recurring menu.
View the invoice status, next occurrence, and scheduled generation period.
Modify or stop a recurring billing setup by clicking on the action buttons on the right.
Informative Banner: If draft invoices have been generated but not yet validated, a banner will appear at the top of periodics list. Click the “View” link to open these invoices and validate them.
