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</style><p><strong>In this guide we will cover:</strong></p><p><strong>- What is a Recurring Invoice? </strong></p><p><strong>- Creating Recurring Invoices</strong></p><p><strong>- Generating Invoices using a Recurring Invoice</strong></p><p><strong>- Cloning Recurring Invoices</strong></p><p><strong>- Tracking Changes</strong></p><p><strong>- Inactive Recurring Invoices</strong></p><p><strong>- Recurring Invoices on a Customer</strong></p><p><strong>- Automatic Quantities</strong></p><p><br></p><p><br></p><p><span style="font-size: 11pt;"><strong>Admin Guides: </strong></span></p><ul><li><span style="font-size: 11pt;"><a href="https://usehalo.com/halopsa/guides/1349/" rel="noopener noreferrer" target="_blank"><strong>Billing General Settings</strong></a><strong> </strong></span></li><li><span style="font-size: 11pt;"><a href="https://usehalo.com/halopsa/guides/1356/" rel="noopener noreferrer" target="_blank"><strong>Recurring Invoices</strong></a></span></li></ul><p><br></p><p><strong><span style="font-size: 14pt;">What is a Recurring Invoice?<br></span></strong></p><p>Recurring Invoices are essentially a 'template' for products/services that need to be billed on a regular schedule, the recurring invoice will contain all the products/lines that need to be invoiced and on what schedule, allowing you to easily create an invoice for these products each period. This includes fixed Agreement prices and Recurring Items. Recurring Items are set per item, this is set so that when creating Invoice PDF's you can see what items were recurring and which were one off. For example, recurring software licenses vs one off setup costs.</p><p><br></p><p>There are 3 fundamental steps involved in the creation of a Recurring Invoice:</p><p><br></p><ol><li>Selecting the Customer.</li><li>Setting your invoicing schedule.</li><li>Add Recurring Products.</li></ol><p style="text-align: left;"><strong><span style="font-size: 12pt;">For a General overview of recurring invoices and how to set them up:</span></strong></p><p><br></p><p style="text-align: left;"><iframe width="560" height="315" src="https://www.youtube.com/embed/hbxxpB8f_qI?si=Sdm2C7Oqy2cLsUec" title="YouTube video player" frameborder="0" allowfullscreen=""><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> 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style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span><span class="fr-mk" style="display: none;"> </span></iframe></p><p><br></p><p><strong><span style="color: rgb(0, 0, 0); font-size: 14pt;">Creating Recurring Invoices</span></strong></p><p>There are 4 primary locations where you will be able to create Recurring Invoices:</p><p><br></p><ol><li>From the Invoices Module.</li><li>From the 'Recurring Invoices' tab against a Customer Record.</li><li>From an Agreement </li><li>From Sales Order Lines.</li></ol><p>Let's take a look at the most commonly used place where Recurring Invoices are created - From the Invoices Module.</p><p>In the Invoices module, you will find a 'Recurring Invoices' list on the left hand side.</p><p><br></p><p id="isPasted">Click into this list then click 'New' and you will be presented with the new Recurring Invoice screen.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImFjNjVkNDY0LThhNjctNDM4Mi04MWNhLWJmZTYwOWRmY2ZhZiJ9._jyIjtqlZXKeGNXWtMDJMWUIDL2_v7kwVKuqydt2nEY" class="fr-fic fr-fil fr-dib" width="986" style="width: 988px; height: 484.825px;" height="485"></p><p><strong><span style="font-size: 10pt;">Fig 1. Recurring Invoice List</span></strong></p><p><br></p><p>On the right hand side, you will see the option to select a Customer/site, and products can be added to this in the same way as invoices.</p><p><br></p><p><em id="isPasted"><strong>Note: If a Site is selected here, invoiced entities for different Sites (but the same customer) will not be merged onto invoices generated from this Recurring Invoice.</strong></em></p><p><br></p><p id="isPasted"><strong><span style="font-size: 12pt; color: rgb(0, 0, 0);">Setting your Invoice Schedule</span></strong></p><p>Below the "Customer Details" and "Address" sections, you will see the "Schedule" section. <strong>It is imperative that you set a schedule for your Recurring Invoices - without setting a schedule, Invoices will not be generated and you will not get paid!</strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjAyNjU0YmNjLWNkZDAtNDc1ZC1hZDg5LTk3ZDA4MjUzMTc0ZiJ9.bjrXU3mzOmz2Zv72aGwAomoapNd-fWuNMtbAFssCMFs" class="fr-fic fr-fil fr-dib" width="983" style="width: 985px; height: 481.799px;" height="482"></p><p><strong><span style="font-size: 10pt;">Fig 2. New Recurring Invoice Screen</span></strong></p><p><br></p><p>Clicking "Set Schedule" will show the below screen where the schedule can be set.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjcwZTczMTkwLWI0ZjEtNGUyMy04NTc3LTY0MTEyZTgzNWNmMSJ9.GLPqfeK4kaTafcSY4C7z8XtuQMgNfxZqog7WzHegF5Q" class="fr-fic fr-fil fr-dib" width="976" style="width: 978px; height: 481.084px;" height="481"></p><p><strong>Fig 3. Recurring Invoice Schedule Screen</strong></p><p><br></p><p>The premise here is relatively straight forward:</p><p><br></p><ol><li>Set a start date (the date the first invoice will need to be created).</li><li>Set a repeat period (how frequent would you like invoices to be created - Monthly, Quarterly, Annually etc..).</li><li>(Optional) set an End Date, or leave blank if you want invoices to be created until you manually intervene.</li><li>Set a number of days ahead of the above schedule to create Invoices. Useful if you would always like invoices to be created on the last day of each month. Set the creation date to be the first, then the days ahead to be 1, so the invoice is created the day before the first day of the month (the last day of the previous month). </li></ol><p>The Calendar at the top of the window will show you when you can expect Invoices to be created. In <strong>Fig 3</strong>, we can that the 21st of Jan is highlighted, denoting this will be when the first invoice is to be created.</p><p><br></p><p>You can also choose a day of the month to have the invoice created on, the day entered here will determine the schedule and period for the invoices (overriding the chosen start date). This is used if you would like invoices to always be created on the 29th, 30th or 31st of the month as not all months have this many days. If one of these dates are chosen the invoice will create on this day, unless the month does not have that number of days, in which case the last date of that month will be used. If you would like invoices to be created on a date other than 29th, 30th or 31st, you can use the the option 'Number of days ahead of schedule to create' to determine the date the invoice is created. </p><p><br></p><p data-pasted="true">Invoices can created from your Recurring Invoice automatically according to the schedule you set above. To enable this select the "Automatically create recurring invoices" checkbox in Configuration > Billing > Recurring Invoices. As of v2.232.1+, enabling this will show the option to "Delay automatic invoice creation by X hours from the beginning of the day". This allows you to control the time of day that the Invoice is generated. </p><p data-pasted="true"> </p><p><strong><span style="font-size: 12pt; color: rgb(0, 0, 0);">Adding Recurring Products</span></strong></p><p>The main portion of the screen is where you will see options around adding Recurring Invoice lines, including:</p><p><br></p><ol><li><strong>Add Recurring Product</strong> - This will return a list of all Products that are marked as Recurring Products. <em><strong>Note: Products are marked as being recurring via checking the 'Is Recurring Product' checkbox against a product.</strong></em></li><li><strong>Add Product </strong>- This will allow you to add any Product from your inventory to this Recurring Invoice. Note that, even if you add a non-Recurring Product via this option, it will be added to <em>all</em> Invoices generated from this Recurring Invoice.</li><li><strong>Add Generic Product </strong>- This option will allow you to add Recurring Invoices lines <em>without</em> the need to select from your existing inventory. This option will not create a Product.</li><li><strong>Add a Group of Items </strong>- This option will allow you to make use of your existing Quote Group Templates to add multiple Products without the need to manually add one-by-one.</li><li><strong>Add New Group</strong> - Allows you to add a group header for Recurring Invoice line grouping.</li></ol><p><strong><span style="font-size: 12pt; color: rgb(0, 0, 0);">Creation Periods</span></strong></p><p>As previously mentioned, Recurring Invoices can be thought of as 'Templates for Invoice creation', hence we can make use of $-variables for our Recurring Invoice lines. </p><p><br></p><p>This idea is similar to Email Templates, where we create an Email Template and include variables that are replaced on a Ticket-by-Ticket basis ($faultID, for example).</p><p><br></p><p>The most commonly used variables for Recurring Invoices describe the period that the services are covered for i.e. Invoices generated each month will specify the month for which the services are covered.</p><p><br></p><p>The period for which services are covered is presented via the 'Next Creation Period' (displayed in the Schedule section of the Recurring Invoice).</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ5YzU5OGI0LWJiZjEtNGIyNC1hMGFhLTEwODA5NWQ3NmViZSJ9.AS6-7fuge6CXW2W_RyRb_9AYTEix2SlQmpXmw5wRR38" class="fr-fic fr-fil fr-dib" width="266" height="424"></p><p><strong><span style="font-size: 10pt;">Fig 4. Next Creation Period for a Recurring Invoice </span></strong></p><p><br></p><p><em><strong>Note:</strong></em><strong><em> This will only be displayed once you have saved your Recurring Invoice (including the Schedule).</em></strong></p><p><br></p><p>The dates that are displayed in the 'Next Creation Period' are determined by the Invoice schedule + the option selected in 'Create Invoices this many periods ahead'.</p><p><br></p><p><strong><span style="font-size: 14pt;">Generating Invoices using a Recurring Invoice</span></strong></p><p>Once your recurring invoice is setup you can use this to easily generate invoices for these recurring charges. The recurring invoice itself is not sent out, instead an invoice is created from the Recurring Invoice, this is the Invoice that is then sent to the Customer.</p><p><br></p><p data-pasted="true">We will work with the Figure 5 example Recurring Invoice. Based on this Recurring Invoice, an Invoice will need to be created for these products/services each month. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjUyZWIyNGFhLWE2NTUtNDQ3NC1iNzdhLTUwYjU2MmE4MmExNiJ9.s7a90ptf-8Iyjb3gHXtHDfMWmFZwKbxwJCdg8kJS7o8" class="fr-fic fr-fil fr-dib" width="1323" style="width: 1325px; height: 666.819px;" height="667"></p><p><strong><span style="font-size: 10pt;">Fig 5. Recurring Invoice to bill for a product on a monthly basis</span></strong></p><p><br></p><p data-pasted="true">When ready to create the Invoice, head to the Ready for Invoicing area of the Invoices module.</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjBiNzM1MTYwLTU2ZDgtNDIxOS05MmMxLTk0OTFjOTM5Y2ZjNCJ9.rMjZHyN79fRRk4JczK2JMNPmL84rqyNuKv6NnLy4XzU" class="fr-fic fr-fil fr-dib" width="1546" style="width: 1548px; height: 728.423px;" height="728"></p><p><strong><span style="font-size: 10pt;">Fig 6. Ready for Invoicing area of Invoices module</span></strong></p><p><br></p><p data-pasted="true">The Ready for Invoicing area is used to create Invoices for outstanding, Invoiceable entities including labour charges, project charges and recurring charges. This area is organised into the entities Invoices need to be created for. </p><p><br></p><p data-pasted="true">In order to create an Invoice for a Recurring Invoice, first find the entry for the Recurring Invoice you need to create an Invoice for (found in the Recurring Invoice table within the Ready for Invoicing area). Keep in mind, the Recurring Invoice will only appear in Ready for Invoicing when the billing cut off date is after or equal to the next creation date of the Recurring Invoice. By default the billing cut of date is set to be the current date. Ensuring only Invoices that are due to be created are available to be made. </p><p><br></p><p data-pasted="true"><strong><em>Note: The Billing cut-off date field on the Ready for Invoicing page can be edited to adjust which invoices can be created in the Ready for Invoicing area. By moving this date forward, you can preview and create Invoices for future periods, helpful for reviewing upcoming Invoices in advance. </em></strong></p><p><br></p><p data-pasted="true">Once you have found the Recurring Invoice entry, select this and hit "Create Invoices".</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjkzOThlODliLWYzODgtNDA3ZS05NWVhLWZlYmM1ZWFhYmE4OSJ9.QbF04gdBSyjfrLegcJ1Z-0bstph2hZsv-9X7D3Zmxto" class="fr-fic fr-fil fr-dib" width="1853" style="width: 1855px; height: 806.7px;" height="807"></p><p><strong><span style="font-size: 10pt;">Fig 7. Invoice entry in Ready for Invoicing </span></strong></p><p><br></p><p data-pasted="true">This will create an Invoice for the Products/services on the Recurring Invoice. Once the Invoice is created, a link to open this Invoice will be available. <br><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjkxNThkZmQxLWRkM2EtNDRiOS05OWYyLWRiMzcwZTM0N2ViYSJ9.mz4AU6W9S8BS2JZL7tV3oe5Zmv4FNYbghizmqz2HhAU" class="fr-fic fr-fil fr-dib" width="1416" style="width: 1418px; height: 702.403px;" height="702"></p><p><strong><span style="font-size: 10pt;">Fig 8. Link to invoice created from Recurring Invoice</span></strong></p><p><br></p><p data-pasted="true">The created Invoice will have a link to the associated Recurring Invoice too. If the variables $periodstartdate and $periodenddate are used in the line description on the the recurring invoice, each line will show the period it is invoicing for. <br><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImZhMzc3NmY3LWU0MmUtNDZhOC04ZmI0LTBmNDVhMDg1ODRiNyJ9.BMZPFWjjKcQVioD99w4Xo_U9tDJtIo2bg5lI0ci-3GQ" class="fr-fic fr-fil fr-dib" width="1460" style="width: 1462px; height: 663.676px;" height="664"></p><p><strong><span style="font-size: 10pt;">Fig 9. Invoice created from Recurring Invoice </span></strong></p><p><br></p><p>Now, this invoice can be sent out to the customer and synced to your accounting tool (if you have integrated an accounting tool with your Halo). </p><p><br></p><p>The recurring invoice itself will remain (this will not be synced to your accounting tool) but the next creation period will update accordingly to show the period that the next invoice created will bill for. </p><p><br></p><p><strong><span style="font-size: 12pt;">Generating Recurring Invoices in Bulk</span></strong></p><p>When you are ready to invoice your customers, you can generate all recurring invoices for all customers at once, having each invoice for each customer created with a single click.</p><p><br></p><p>To do this head to the "Recurring Invoices" subsection of the Ready for Invoicing area. Here you can select all entries and generate all recurring invoices. </p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImQ5NDczZWIyLWU3MjQtNDJkZC04YjA3LTk0ZjdjYzNlMjczZSJ9.aPqMF0bfDb_BekbgHWAmvVVcX4Wt0S4nzJyw_sm8eCI" class="fr-fic fr-fil fr-dib" width="1836" style="width: 1838px; height: 718.373px;" height="718"></p><p><strong><span style="font-size: 10pt;">Fig 10. Create recurring Invoices in bulk</span></strong></p><p><br></p><p>For more information on using the Ready for Invoicing area checkout our guide <a href="https://usehalo.com/halopsa/guides/1961/" target="_blank" rel="noopener noreferrer">here</a>.</p><p><br></p><p>Invoices selected and created at the same time in the Ready for Invoicing area can be merged together. This means you can generate a single invoice for one client, containing all their recurring products for that period, even if these are organised on different recurring invoices. </p><p><br></p><p>There are many options for how invoices merge together when created, so see our guide <a href="https://usehalo.com/halopsa/guides/2713" target="_blank" rel="noopener noreferrer">here </a>for more information on configuring this. </p><p><br></p><p><strong><span style="font-size: 12pt;">Automatically create Recurring Invoices</span></strong></p><p>If you would like invoices to automatically create for recurring invoices, rather than you having to generate these in Ready for Invoicing, this can be enabled. </p><p><br></p><p>Head to Configuration > Billing > Recurring Invoices > enable "Automatically create recurring invoices".</p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjFiNDU4N2Y2LTgxY2MtNDM0Ni04ZmVmLWZjYTg1OGI4MTFiMiJ9.Gs7pXbxV8rKbSYKfyoFQ9wukElcq3JOGzbGOT54F6hg" class="fr-fic fr-fil fr-dib" width="1454" style="width: 1456px; height: 392.593px;" height="393"></p><p><strong><span style="font-size: 10pt;">Fig 11. Setting to enable automatic creation of invoices from recurring invoices</span></strong></p><p><br></p><p>When this is enabled, once the "Next creation date" of the recurring invoice is met, an invoice will be automatically generated for the recurring invoice. A daily task will be scheduled to check all recurring invoices to see if any require invoices creating, if they do an invoice will be made. As checks are carried out on a daily schedule the time at which invoices are generated will depend on when your daily task scheduler is set to run. For information on this see our guide on monitoring backend services <a href="https://usehalo.com/halopsa/guides/2435" target="_blank" rel="noopener noreferrer">here</a>. </p><p><br></p><p>If you would also like these generated invoices to be sent out to customers automatically (completely automating the invoice process) enable "Send generated invoice to accounts email address when invoice is automatically generated" too. </p><p><br></p><p><strong><span style="font-size: 14pt;">Cloning Recurring Invoices</span></strong></p><p>Recurring invoices can be cloned. This is a useful feature for creating similar recurring invoices for multiple customers, as they can be cloned and then edited for any fields that need to be different.</p><p><br></p><p>A "Clone" button will appear at the top of a recurring invoice.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImMwYmU3NTBjLTBmZDgtNDBkYi1hMWQ0LWJhZWZkNWM5N2M4MCJ9.GkV5voWwsNZcA78WHNyGNGzIXe7Xbxcy944fD4rkISk" class="fr-fic fr-fil fr-dib" width="1239" style="width: 1241px; height: 607.351px;" height="607"></p><p><strong><span style="font-size: 10pt;">Fig 12. Clone button on a recurring invoice</span></strong></p><p><br></p><p>Clicking this will then prompt selection of which customer you wish to assign the new cloned recurring invoice.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjhjZDhmMTNkLTEyNmUtNDgwOS04NGU2LTU4ZDJhMmZhODFlMSJ9.OeiLBEIq9KBAjo1Kx69BSHlI4mdb21RmXrqaNNQvlzI" class="fr-fic fr-fil fr-dib" width="1225" style="width: 1227px; height: 599.867px;" height="600"></p><p><strong><span style="font-size: 10pt;">Fig 12. Selecting a customer to apply the clone to</span></strong></p><p><br></p><p>Pressing "Save" will generate the recurring invoice with all the same details as the original, except the customer change. The creation schedule will also transfer over for instance, and the product details also do. Customer-specific settings, like the agreement or address, do not transfer over.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE4Y2QzYjVkLThkYjItNDdkZS05NzY2LTc5NTgwZGJmZWY5MyJ9.CtHFnr3Mv32Vmv9bWX_LUPpvtMZOi9M3CkAHZj8SG5o" class="fr-fic fr-fil fr-dib" width="983" style="width: 985px; height: 481.956px;" height="482"></p><p><strong><span style="font-size: 10pt;">Fig 13. Cloned invoice</span></strong></p><p data-pasted="true"><br></p><p>You can clone lines across invoices, which allows you to use existing invoices to create an invoice for another customer. </p><p><br></p><p>To do this you can select either the "Clone Lines to another Invoice" (only shows when the invoice is saved), or "Clone Lines from another Invoice" <span style="color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: left; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; display: inline !important; float: none;" data-pasted="true">(only shows when the invoice is being edited)</span>. </p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImNlZDJkNGNjLTBjOTYtNDhkYi1hOTA3LTE1NDljM2QzOTVmYyJ9.ahNFJHXynmbfwQ-M5Y2eZ78iJ8BddyAv5b0g3Em_0bE" class="fr-fic fr-fil fr-dib" width="943" style="width: 945px; height: 219px;" height="219"></p><p data-pasted="true"><strong><span style="font-size: 10pt;">Fig 14. Cloning Lines to another<strong style="box-sizing: inherit; font-weight: 700;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"><strong style="box-sizing: inherit; font-weight: 700;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"> </span></strong></span></strong>Invoice from the current<strong style="box-sizing: inherit; font-weight: 700;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"><strong style="box-sizing: inherit; font-weight: 700;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"> </span></strong></span></strong>Invoice</span></strong></p><p><br></p><p><img data-fr-image-pasted="true" src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjdiZDliN2RmLTJmZjEtNDA4Ni1hMjk3LWYyODE1NWE5OGUwYyJ9.7LjqwcETfQgqdgwN2HhfhVAIL7horANqfkPUmLSxTvg" width="948" height="255" style="box-sizing: inherit; border-style: none; cursor: pointer; padding: 0px 1px; user-select: none; text-align: left; color: rgb(0, 0, 0); font-family: sans-serif; font-size: 14px; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-indent: 0px; text-transform: none; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; white-space: normal; background-color: rgb(255, 255, 255); text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial; width: 950px; height: 254.805px; max-width: none !important;" data-pasted="true" class="fr-fil fr-dib"></p><p style="box-sizing: inherit; margin: 0px; line-height: 1.4285em;" data-pasted="true"><strong style="box-sizing: inherit; font-weight: 700;"><span style="box-sizing: inherit; font-size: 10pt;">Fig 15. Cloning Lines from another Invoice onto the current<strong style="box-sizing: inherit; font-weight: 700;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"><strong style="box-sizing: inherit; font-weight: 700;" data-pasted="true"><span style="box-sizing: inherit; font-size: 10pt;"> </span></strong></span></strong>Invoice</span></strong></p><p style="box-sizing: inherit; margin: 0px; line-height: 1.4285em;"><br></p><p><strong><span style="font-size: 14pt;">Tracking Changes</span></strong></p><p>Changes to details within a recurring invoice are tracked within the "Change History" tab. It shows which changes have been made, when, and by who.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjIxYzBhYzAwLTNjYjYtNDZkYy04NjAxLTEzNGI1MDI0Mzg1OCJ9.9zooV_8J5yx1qoGxQ5gQnJkSSPs_bmhclh496UUCJO0" class="fr-fic fr-fil fr-dib" width="1328" style="width: 1330px; height: 365.877px;" height="366"></p><p><strong><span style="font-size: 10pt;">Fig 16. Change History tab on a recurring invoice</span></strong></p><p><br></p><p><strong><span style="font-size: 11pt;"><em>Note: Changes</em></span></strong><strong><span style="font-size: 11pt;"><em> to whether a line is active/inactive will be audited. </em></span></strong><em><span style="font-size: 11pt;"><br></span></em></p><p><br></p><p><strong><span style="font-size: 14pt;">Inactive Recurring Invoices</span></strong></p><p>Recurring invoices can be set to an inactive status on the invoice schedule by disabling the "Active" checkbox.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQwZDcwNWNmLTFjOGEtNDdiMy1iMjVmLTRjMjQxZGY3NGY3MiJ9.jjMDMBzsgaBgC1Nh4ff_KEE2nB_32gA8nfMKWKkTLXk" class="fr-fic fr-fil fr-dib" width="974" style="width: 976px; height: 477.054px;" height="477"></p><p><strong><span style="font-size: 10pt;">Fig 17. Making a recurring invoice inactive</span></strong></p><p><br></p><p>You can restrict the view in the list of recurring invoices by hovering over the three dots and clicking "Show Inactive Recurring Invoices" or "Hide Inactive Recurring Invoices".</p><p><br></p><p>The inactive recurring invoice is shown in the list when "Show Inactive Recurring Invoices" was clicked.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjJjMGFhZTg5LTBkNjAtNDhjMC05MmQ5LTI3ZDVmNDU0ZGYwYSJ9.v09mEJ8kfca_bJgd7JC_wYQ9jad-XhHykr-wm9eS6Pw" class="fr-fic fr-fil fr-dib" width="975" style="width: 977px; height: 477.294px;" height="477"></p><p><strong><span style="font-size: 10pt;">Fig 18. Inactive recurring invoice showing in list</span></strong></p><p><br></p><p>Clicking "Hide Inactive Recurring Invoices" then removes it from the list.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjE5YThkYTk0LWYxM2EtNDg2NC1iYzJlLTEzMTUyMjQ2MDhmOCJ9.y0QgLDIwoJv4TkwcOcJcZdgUtWrqR4zgRvRv14AfG4Y" class="fr-fic fr-fil fr-dib" width="972" style="width: 974px; height: 476.573px;" height="477"></p><p><strong><span style="font-size: 10pt;">Fig 19. Hiding inactive recurring invoice in list</span></strong></p><p><br></p><p>If individual Invoice lines are made inactive, you can toggle a button to "Hide Inactive Lines/Show Inactive Lines" on the Invoice. This can be defaulted to be hidden by enabling "Hide Inactive Recurring Invoice lines by default" in Configuration > Billing > Recurring Invoices.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6Ijc0YzAwZTY0LWViYWUtNDRmYi1iMjE2LWI0ZDIyNWQ3Zjk0ZiJ9.CdcOfg63WU-UbqMFxj137VmWQ0SAtA2XiWh_eatEXdk" class="fr-fic fr-fil fr-dib" width="1206" style="width: 1208px; height: 344.461px;" height="344"></p><p><strong><span style="font-size: 10pt;">Fig 20. Hiding inactive lines</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Recurring Invoices on a Customer</span></strong></p><p>When in the customers area, you can view recurring invoices against a customer in the "Recurring Invoices" tab.</p><p><br></p><p>Hovering over the three dots (...) will allow you to switch between table and tile view. You also have the option here to show or hide inactive recurring invoices from the list.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImJjOWM5MDlkLTk5YmEtNDc1ZC1hYzczLTRiYTYxNjQ0MjBmZiJ9.QiLqQvPmOQs2Ia84AOxkRBEShvnipOkJRI9bDvhEn1w" class="fr-fic fr-fil fr-dib" width="1223" style="width: 1225px; height: 577.811px;" height="578"></p><p><strong><span style="font-size: 10pt;">Fig 21. Recurring invoices against a customer</span></strong></p><p><br></p><p><strong><span style="font-size: 14pt;">Automatic Quantities</span></strong></p><p>Within a recurring invoice, you can edit the line and set a "Quantity". By default, this is set to "Choose Quantity" and will be the number entered upon adding the product. Here you can set it to calculate quantity from different counts, which can be pulled from the customer record.</p><p><br></p><p>In this example, we will use asset count.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImRjZWM5YTk1LTIzYTctNGZiNC05Y2E1LWMyN2RhMjhhOGRlYiJ9.CZkf_9bYRgTqm2I0qKr6ZZw4WhMs6EtXSPQmnPmnrfA" class="fr-fic fr-fil fr-dib" width="1202" height="245"></p><p><strong><span style="font-size: 10pt;">Fig 22. Quantity count options</span></strong></p><p><br></p><p><strong><em>Note: Recurring Invoice lines that use Users or Devices for quantity will not include inactive Sites, Users and Devices.</em></strong></p><p><br></p><p>A table will then appear to link the product to the count - click "Add" here.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImIwNGI3NmI0LWVlNGEtNDUxYi1iNDE0LWE5MDBhYjVhMGVlZSJ9.L0P3B2etFbirfo29pCdYDEdguA8dZdCQ4asb0Gw5rcM" class="fr-fic fr-fil fr-dib" width="1214" style="width: 1216px; height: 147.07px;" height="147"></p><p><strong><span style="font-size: 10pt;">Fig 23. Quantities table</span></strong></p><p><br></p><p>You can then set the criteria for the count. Here, all asset types are included but this can be restricted if needed. You can also set a minimum/free quantity.</p><p><br></p><p>We are going to set a minimum quantity of 20 here. Since the customer has 13 assets, it will invoice them for 20 as 13 is below that number.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjQ0MjVmNTY1LTE3MjItNDczOS1hMTViLTZkZTRiMTBiNzc1OSJ9.4oqWHcqz3JgJ1FIScccNgURrQyFGuDAunKT4uj5mEt0" class="fr-fic fr-fil fr-dib" width="1209" style="width: 1211px; height: 142.06px;" height="142"></p><p><strong><span style="font-size: 10pt;">Fig 24. Assets against the customer</span></strong></p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjkzZWU2MTg2LTNhOTYtNDEyYi1hOTNmLWJjYzZkZTg1MzVhMSJ9.G6iVPT3DE6Q2E4KXAYZwDCxQRALYPsAVH2OYa6wtnYY" class="fr-fic fr-fil fr-dib" width="710" height="835"></p><p><strong><span style="font-size: 10pt;">Fig 25. Adding the criteria</span></strong></p><p><br></p><p>The invoice will show the count associated with the customer, or its minimum value like below. If a minimum or free quantity is used, a "M" or "F" will show next to the quantity on the line to signify this.</p><p><br></p><p>If the count of the entity against the customer goes up or down, it will be automatically reflected here.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImJlOTAwNzMxLTBkOTEtNGFkYS1hZmU4LTFhNTkzZjAwZjU2ZiJ9.2hF_6oTD09eSJvFBHILDMuqyuvetr6URtowCcKThe4k" class="fr-fic fr-fil fr-dib" width="1192" height="231"></p><p><strong><span style="font-size: 10pt;">Fig 26. Recurring invoice with automatic quantity and minimum</span></strong></p><p data-pasted="true"><br></p><p>You can edit the invoice line using an automatic quantity to include the variables $-USERLIST_USERNAME and $-ASSETLIST_DEVICENUMBER for the users and devices that relate to the quantity. These variables will not populate until an invoice is created.</p><p><br></p><p><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6ImY2NTE0MDMzLTBlY2UtNDZhOS05MzkwLTZhZDQ5ZWFhMTIyNyJ9.rxVtSveTzs1wjqniL8qRd1P3JaV41kYdhYNrGqI3Mdk" class="fr-fic fr-fil fr-dib" width="1282" height="424"></p><p><strong data-pasted="true"><span style="font-size: 10pt;">Fig 27. $-UserList_Username variable on an automatic quantity invoice line </span></strong></p><p><br></p><p><strong data-pasted="true"><span style="font-size: 10pt;"><img src="https://halo.haloservicedesk.com/api/attachment/image?token=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJpZCI6IjYyYTRiYzA4LTA1YTMtNGNkOC1iZjEwLTZlZDMxMTY1MDFmOSJ9.mJUnzcm-6OJZ9qi4j1_XkhfsnGo8T-7hxfQwvJDTfQI" class="fr-fic fr-fil fr-dib" width="1276" style="width: 1278px; height: 235.576px;" height="236"></span></strong></p><p><strong data-pasted="true"><span style="font-size: 10pt;">Fig 28. Invoice created using the <strong data-pasted="true"><span style="font-size: 10pt;">$-UserList_Username variable</span></strong></span></strong></p>
