Recurring invoices
Recurring invoices bill the same customer the same amount on a schedule, so subscriptions and retainers raise themselves. You create a profile once, set the cycle and the amount, and WorkOSync generates an invoice on every cycle date. Each generated invoice is an ordinary tax invoice, so it posts to the ledger, carries 5% VAT and gets its own hosted pay link.
Recurring profiles read the ERPNext engine when it is connected and fall back to demo data when it is not. The demo profiles bill Al Habtoor Group and Emirates Steel Co. every month, and are also reachable from the Recurring tab inside Invoicing.
The recurring workspace
Open Run then Recurring, or go to /recurring. The page lists subscription and retainer profiles with the columns Customer, Cycle, Amount / cycle, Started, Issued, Next invoice and Status. KPI tiles summarise the book of recurring revenue: Active profiles, Monthly recurring revenue, Due this month and Paused. A New recurring profile button sits in the header.
A recurring profile
| Field | Notes |
|---|---|
| Customer | From the customer master; the TRN and currency come from the record. |
| Cycle | Weekly, Monthly, Quarterly or Yearly. Sets how often an invoice is raised. |
| Start date | The first cycle date. The next invoice date rolls forward one cycle each time one is issued. |
| End date or occurrences | Optional. Stop after a date or a number of invoices; leave blank to run until paused. |
| Lines | The items and amounts billed each cycle (for example a monthly retainer fee or a per-seat subscription), with the 5% VAT line. |
| On cycle date | Generate a draft to review and send, or post and email automatically. |
What happens on each cycle date
On the next-invoice date the profile generates an invoice for that cycle. Whether it is left as a draft for you to check or posted and emailed straight to the customer is set on the profile. Either way the event appears in your business calendar and notifications, the profile's Issued count goes up, and the Next invoice date rolls forward one cycle. A posted invoice behaves exactly like one you raised by hand: it posts revenue and VAT, appears in the invoice list, and carries a pay link.
Setting up a subscription
- Create the profile
Click New recurring profile, choose the customer, and add the lines billed each cycle.
- Set the schedule
Pick the cycle, the start date and, if the engagement is fixed, an end date or a number of occurrences.
- Choose draft or auto-post
Decide whether each invoice is generated as a draft to review or posted and emailed automatically.
- Let it run
WorkOSync raises the invoice on every cycle date. Pause the profile any time to stop it, and resume it later.
Recurring keeps the invoices going out; Dunning chases the ones that are not paid. A retainer customer who falls behind is picked up by the dunning reminders automatically, so you do not have to watch each subscription by hand. See Invoicing for the invoice itself.