Add recurring sales

If you send a customer the same invoice on a regular basis, you can save time by setting up a recurring sale. In a recurring sale, you configure OnBalance to automatically generate a new sale each month with a predefined value.

You can add recurring sales from the New Sale screen, the Recurring Items screen, or the Invoice # screen.

Once you add a recurring sale, that recurrence will appear in the Recurring Items screen.

Overview

  • If you have set up online payments and have marked the Send invoices automatically upon creation checkbox for the recurring sale, OnBalance will generate the invoice with a link for your customer to securely and easily pay the balance due online.
  • OnBalance creates new sales only at monthly intervals.
  • New sales are created at 1:00 a.m. UTC on the day the invoice is created.
  • The Start Date and End Date fields define the beginning and expiration dates negotiated with your customer. If you do not select an end date, OnBalance will create a new sale each month for an indefinite period.
  • The Invoice Date field defines the day of the month that OnBalance will generate an invoice each month.
  • Recurring sales are listed in the Sales screen with a icon in the Invoice column.

New Sale screen

  1. In the Sales screen, click New Sale.
  2. Enter the required information.
  3. Click Make Recurring.

    Notes

    • The start date of the new recurring invoice will default to the current system date.
    • By default, the invoice date is set based on the date of the original sale. In the Invoice Date field, you can select dates from the 1st through the 28th of the month or “last” if the sale date is after the 28th. If the original sale is on or after the 28th of the month, the invoice date of the new recurring sale will be set to “last.”

      Example

      You have a sale dated May 29, 2019.

      When you click the Make Recurring button in the Add Sale screen, the date of the recurring sales invoice will be set to the last day of the month.

    • OnBalance will not create an invoice with an invoice date on or before the current system date.
  4. In the New Recurring Item screen, enter the required information.
  5. Optional: If you want the application to automatically send the invoice, mark the Send invoices automatically upon creation checkbox.

    Note: If you do not mark this checkbox, the application will generate the invoice, but will not send the invoice to the customer. You will need to send the invoice from the Sales list or Customer Activity screen.

  6. Click Save.

Recurring Items screen

  1. In the Recurring Items screen, click New Item.
  2. Enter the required information.
  3. Optional: If you want to create another recurring item with similar terms, click the Copy button, and then change the information, such as customer, date or due date, or service, if necessary.
  4. Optional: If you want the application to automatically send the invoice, mark the Send invoices automatically upon creation checkbox.

    Note: If you do not mark this checkbox, the application will generate the invoice, but will not send the invoice to the customer. You will need to send the invoice from the Sales list or Customer Activity.

  5. Click Save.

Invoice # screen

  1. In the customer activity screen or in the Sales screen, click the row for the invoice you want to make recurring.
  2. Click Make Recurring.

    Notes

    • The start date of the new recurring invoice will default to the current system date.
    • By default, the invoice date is set based on the date of the original sale. In the Invoice Date field, you can select dates from the 1st through the 28th of the month or “last” if the sale date is after the 28th. If the original sale is on or after the 28th of the month, the invoice date of the new recurring sale will be set to “last.”

      Example

      You have a sale dated May 29, 2019.

      When you click the Make Recurring button in the Add Sale screen, the date of the recurring sales invoice will be set to the last day of the month.

    • OnBalance will not create an invoice with an invoice date on or before the current system date.
  3. In the New Recurring Item screen, enter the required information.
  4. Optional: If you want the application to automatically send the invoice, mark the Send invoices automatically upon creation checkbox.

    Note: If you do not mark this checkbox, the application will generate the invoice, but will not send the invoice to the customer. You will need to send the invoice from the Sales list or Customer Activity.

  5. Click Save.

The availability of some or all of these features depends on your OnBalance bundle.


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