Repeat an invoice

Applies to Workletto 1.x.

Admins and managers can make any invoice repeat. On each date, Workletto makes a new draft from it. A draft is never sent by itself: you check it, add anything new, and send it as usual.

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Start repeating an invoice

1. Open the invoice from Invoices.
2. Click Repeat this invoice.
3. Choose how often under Repeats: Every week, Every month or Every 3 months.
4. Choose the date of the first new draft under Next draft on. It starts as one step after the invoice’s issue date, or today if that date has passed.
5. If it should stop, choose an end date under Ends on. Leave it empty to keep repeating until you stop it.
6. Click Start repeating.

If the next date is today or earlier, the first draft is made right away, and a link to it appears. Otherwise it’s made on that date, in your organization’s time zone: the Time zone setting under Timesheet approvals in Manage → Settings.

Months count from the first date’s day. A draft due on the 31st comes on the 31st, or on the month’s last day when the month is shorter.

What each new draft has

Each draft copies the invoice it repeats:

• the client and currency;
• its own lines (anything you added by hand), with the same quantities and prices;
• fixed fee lines, as long as there’s fee left on the project (or, for a phase’s line, on that phase). When the fee is used up, the line is left out, and the invoice’s History says so;
• the tax, discount, notes, PO number and subject;
• the payment terms: the due date is as many days after the issue date as on the original.

Time and expenses aren’t copied, because they belong to the time and expenses they billed. Add new time and expenses to each draft as usual. The drafts get the next invoice numbers, and their History says they were made by the repeating invoice.

Change, pause or stop

On the invoice, under the line that says how it repeats:

• Change sets a new frequency, next date or end date.
• Pause stops new drafts. Resume carries on from the next date to come; the dates missed while it was paused are skipped.
• Stop repeating ends it. The drafts already made stay as they are.

Deleting a draft that repeats also stops it repeating. In Invoices, the list shows Every month (or how often it repeats) under each invoice that repeats.