Recurring Invoices from Invoice Templates

Bill every subscription on time without retyping it.

Describe the customer, the lines and the recurrence once as an invoice template. On the 1st of each period the system creates the draft invoices for you.

The billing clerk sets up the template and a schedule creates the drafts. The Approver, Issuer and Sender groups then take each generated invoice through the normal approve, issue and send steps from their Inbox.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The customer, products, prices and tax rates must already exist as master data. Colleagues in the Approver, Issuer and Sender groups handle each generated invoice exactly as they would a hand-made one.

Documented sequence

From one template to an invoice every period.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Create the template — Billing clerk
Name the subscription, pick the customer and a MONTHLY, QUARTERLY or YEARLY recurrence, keep it Active and add lines as on an invoice. A template has no number or status; Save as Template turns an existing invoice into one.
02
Drafts arrive — System
At 04:00 on the 1st of each period, every active template of that recurrence becomes a DRAFT invoice dated that day, with lines copied, totals recomputed and the due date taken from the customer's payment terms.
03
Approve, issue and send — Approver / Issuer / Sender
Each draft follows the normal flow: approve, issue with the real SI number, send. Reject a draft you don't want this period; the template stays untouched and generates again next period.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

Sales invoicingInvoice templates and their recurrence, duplicating invoices, and the approval flow every generated invoice follows.Issue a sales invoiceThe approve, credit check, issue and send steps each generated draft goes through.CustomersThe payment terms (due days) that set the due date on every generated invoice.

Current scope

A price change on the template applies only from the next generated invoice; drafts already created keep their copied prices.

A starting point, not a fixed package

Match templates to your subscriptions.

Each template carries its own customer, lines, company, currency, payment method and recurrence, and the Active flag pauses or resumes it. Other billing periods or generation rules can be scoped as a Custom adaptation.

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Decision-stage answers

Set up recurring billing FAQs

When exactly are the invoices created?

At 04:00 on the 1st: every month for monthly templates, in January, April, July and October for quarterly ones, and in January for yearly ones.

How do I pause a subscription?

Untick Active on the template. It is kept but generates nothing; tick it again and generation picks it up at the next period boundary.

Do generated invoices skip approval?

No. Each draft is created the same way as a hand-made invoice, so the number placeholder, DRAFT status, due-date terms, line calculations and approval flow all apply. Editing a generated invoice never touches its template.

Do I need a template for an occasional repeat?

No. Duplicate copies any sales invoice's header and lines into a fresh DRAFT, the quick path when "same as last time" is occasional rather than periodic.

Review the real workflow

Set up one real subscription in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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