Scheduled invoicing

With scheduled invoicing, you can charge your customer for a project at the desired time and for the desired amount, either as a one-off or recurring charge. A date is defined for the scheduled invoicing item, on which it becomes available in the project’s invoicing material, i.e., when the user can pick it onto the customer’s project invoice. You can use scheduled invoicing items, for example, when a project is invoiced in installments, the project has a fixed price, or the project includes e.g. license charges or a monthly service agreement. The scheduled invoicing item is added to an invoice created by the user (individually or via mass invoicing), whereas in automatic invoicing the system generates the invoice.
With scheduled invoicing items, you can also monitor the invoicing forecast for upcoming months from project details or reports. Scheduled invoicing items must be enabled as billable invoicing material in the project card’s invoicing settings so that they appear on invoices and reports.
Permissions: Projects > Project invoicing details
PSA packages: Free, Growth, Business, Enterprise, Enterprise+

Adding a scheduled invoicing item to a project

You can create scheduled invoicing items from quote rows, in revenue recognition or according to the instructions below under Projects > [Selected project] > Finance > Scheduled invoicing.

1. Click Add, i.e. the + button on the header row.

2. Select what type of row will be added to the invoice: Invoice row, Product or Product specification CPQ.
   - We always recommend primarily using a product (if products are in use), so that the accounting accounts, cost centers, and other possible details are prefilled on the invoice based on the product. Note! Updates made later in the product register will not be applied to rows of already created scheduled invoicing items. If recurrence is set for the row, the system uses the first row’s details as the basis for new rows and does not fetch possible changes in product details from the product register. 
   
   

3. Fill in the row details.

• Invoice date: The date after which the scheduled invoicing item becomes visible in the project’s invoicing material and can be selected for invoicing. Based on the invoice date, the amounts of scheduled invoices are also shown in invoicing forecasts.
• Recurrence: How many units of time defined in the Interval column between each occurrence of the scheduled invoicing item. If the invoice is one-off, select 0 as the recurrence (default).
• Interval: No recurrence, day, week, or month
  For example: if you want the invoice to recur every three months, enter 3 in the recurrence field and month in the interval field.
• Until: The date when the recurrence of scheduled invoicing items ends
• Product/CPQ: If needed, select the correct product from the product register for the invoice so that the accounting accounts, cost centers, and other possible details are prefilled on the invoice based on the product. Note! Updates made later in the product register will not be applied to rows of already created scheduled invoicing items. If recurrence is set for the row, the system uses the first row’s details as the basis for new rows and does not fetch possible changes in product details from the product register. 
• Scheduled invoice description: Description text generated for the invoice row
• Invoiced: Indicates the invoice status, Not invoiced or the number of the generated invoice
• Quantity: Quantity of products etc. on the invoice
• Unit price: Unit price (VAT 0%)
• Total 0%: Total price (VAT 0%)
• VAT%: VAT% of the product being invoiced; comes from the product register or the invoicing default VAT. Note! This information may not necessarily be transferred all the way to the invoice, depending on the integration in use, so the VAT on the generated invoice row must be checked separately. 
• Total: Total price (incl. VAT)

The row is saved automatically. 

Examples of using a scheduled invoicing item on an invoice

Example 1

The project is invoiced starting 1 Nov every other month for marketing at €360/month. A new scheduled invoicing row is created and shown in Not invoiced status always after the previous scheduled invoicing item has been added to the project invoice. 

• The scheduled invoicing item has been created as an invoice row
• Invoice date 1 Nov
• Interval = Monthly
• Recurrence = 2
• Invoice row text
• Quantity, unit price, VAT%

Example 2

For the same project as in example 1, services to be invoiced in installments have been sold for €1,000. The amount is invoiced in two installments: €600 in June and €400 in September. The installment amounts can be added to the same or different invoices together with the recurring €360 charge.

• The rows have been created as product rows
• Invoice date in June and September
• Interval = No recurrence, the charge is one-off
• Recurrence = 0, the charge is one-off
• Product/CPQ = a suitable product from the product register
• Invoice row text = text describing the installment
• Quantity, unit price, VAT%