How to set up a periodic invoice?

Modified on Wed, 26 Oct, 2022 at 3:25 PM

Fact allows you to generate invoices at given frequencies.


  • Subscriptions
  • Rents
  • All other recurring invoices.

Periodic invoicing is done in 4 steps:

  1. Creation of a first validated invoice which will be used as a model (content model)
  2. Creation and parameterisation of the specificities linked to recurrence
  3. Generation of periodic invoices (production of documents)
  4. Modification and validation of generated invoices

Setting up of periodic invoicing

To set up periodic invoicing, it is necessary to start with a validated invoice. It is this invoice that will be "duplicated" periodically.
see the article : "How to create an invoice?"

  1. Go to the "Documents" menu
  2. Select the "Invoices" document type
  3. Select the previously validated invoice to be switched to periodic invoicing (simply click on it to access it)
  4. Once the validated invoice has been selected, click on the “Recurring biling” button
  5. Then complete the various fields to set up periodic billing:
    • Subject of the invoice: Subject that will be defined on future invoices. It is possible to make this object dynamic by including date fields.

      The fields and what they allow to be displayed automatically:
      #month : "Juillet"
      #MONTH : "JUILLET"
      #YEAR : "2022"

    • First generation : Date of the next invoice to be generated.
    • Frequency : Choice of generation frequency (weekly, monthly, bimonthly, etc...)
    • Billing period: Allows you to display a billing period on recurring invoices (previous month, current month or next month)

      Only available if the option "Invoiced period (invoices)" is checked in the settings, document customisation section

    • Occurrences: Allows you to program the number of invoices to be generated from the first generation date.

      Indicate "0" for billing without time limit

    • Latest: Indicates the date of the last scheduled invoice.
      Calculated automatically based on the number of occurences entered above.
    • Generation mode: Allows you to define the method for generating periodic invoices:
      • "Automatic" mode: Invoices are generated, validated and sent automatically by e-mail to the client. The invoices are not modifiable and will be created and validated automatically by Fact
      • "After validation" mode: Invoices must be generated manually (see below). They will initially be generated in "Draft" status, with the possibility of modifying them and viewing them before the validation and customer sending step.
  6. Click on "Save" to validate the programming of the periodical.

Periodic invoice is now activated for this invoice. It is of course possible to modify the parameters by clicking on the periodical that is to be modified in the "Periodical" tab of the "Documents" menu.

How to generate a recurring invoice?

This step is essential for periodic invoices set up in "After validation" generation mode

  1. Go to the "Documents" menu
  2. Select the "Periodics" menu
  3. Click on the "Generate periodics" button
  4. Click on "Generate" to validate the generation. All the invoices waiting to be generated on the current date will then be generated

The generation prepares all the periodic invoices not yet generated on the current date, so it can generate several invoices of the same model in case the previous month's invoices have not been generated.

How to validate the generated invoices?

When the invoice generation is finished, Fact displays the draft invoices one by one.

2 validation methods are possible:

  • See the list of invoices to be validated to perform a mass validation
    • Either all the invoices,
    • Or a part of the invoices (a selection is possible)
  • Validate the invoices one by one

Validate invoices in bulk

Click on the "View list" button (only if there are several periodic invoices)

The list of periodic invoices is displayed during validation in order to generate them. 

Once on the list of invoices, click on an invoice to access it, or finally, click on "Generate" to validate the periodic invoices selected.

Validate invoices one by one

For each draft invoice, the following actions are available:

  • Modify the invoice: object, articles, PU, quantity, etc. Click on "Save" to save the modifications
  • Send by email: allows you to send the draft invoice to the customer by email
  • Delete this due date: cancels the due date of this recurring invoice,

    Example: the customer should not be invoiced this month

  • Stop generating: deletes the programming of the periodic invoice. It will therefore no longer be generated at the next scheduled due date.
  • Update model : records the changes made to this invoice in the template. The next due dates will therefore be generated taking into account the changes made.

    It is essential to have saved the changes beforehand with the "Save" button

  • Generate” (only in the case of a single invoice) : Allows you to generate and validate the invoice.

Once the periodic invoices have been generated, you will find them in the "Invoices" menu in the "Settled" status, and they will be sent automatically by e-mail to your customers (e-mail address entered in the customer file). You have the possibility to deactivate this automatic sending by e-mail in the parameters of the application.

see the article : "Make the general settings"

When periodic invoices have been generated and have not been validated, they can be accessed by going back to the "Periodics" menu and clicking on "Access invoices", located at the top of the screen, under the search bar.

Viewing the status of periodics

  1. Click on the “Périodics” menu
  2. View the status of the invoice, the next due date and the scheduled generation period

From this menu, you also have the possibility to click on the "Modify" button in order to modify the parameters of the periodic invoice, or, via the arrow on the right, to generate an invoice, or to stop an invoice.

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