Create a Scheduled Invoice

Create a Scheduled Invoice

Scheduled Invoices are invoices that have not yet been created, but have been scheduled in the Job Diary to be created at a later date. There are 2 basic types of scheduled invoices:

Scheduled/Master Active (Copy) - This process copies the invoice for the exact amount the specified number of times whereby the original invoice becomes part of the scheduled invoices.

Scheduled/Master Suppressed (Split) - This process divides the master invoice, which is an invoice for the full amount, into the specified number of invoices. The Master Invoice must then be considered suppressed in order to keep the revenue of the job correct. When the job is complete, the scheduled invoices should equal the total of the master invoice.

Scheduled invoices can be created through the Quick Invoice function, from within an invoice or from the invoice tab of the Job Book.

To create a scheduled invoice with the Master Invoice Active, create a new invoice by pressing the

Add New button. Enter all your information as needed and then select the Scheduled Invoice Function from the menu:

This opens the Invoice Scheduler:

1. Select when you would like the invoicing to begin by setting the Frequency. Your choices are:

Every Week - Use either the start date, or select a specific day of the week.

Every Month (Same Date) Use either the start date or select the specific day and specific week.

First Day of the Month

Last Day of the Month

Select a Start Date
Select either an End Date OR the number of invoices you wish to use.

At any point, if you need to recalculate your dates, press the recalculate button.

Select whether you wish to copy the invoice or Split the Invoice. If you Split an invoice for $12,000.00 to be invoiced once a month, HireTrack will create and schedule invoices for $1,000.00 per month for 12 months. If you copy the Invoice, your invoices will be for $12,000 per month.
Button:

The Scheduled Invoices are raised on the target dates and any user with access to the Accounts Book will be notified that the invoices need printing and sending as the dates are reached. If you need to edit the dates of the invoices or delete a specific date, the dates will appear in the diary tab of the Job Book: