Create a recurring invoice

Recurring invoices are invoices that repeat at periods and durations that you define in the recurrence schedule. Intacct respects your company's accounting periods to generate and post transactions based on your defined month end.

Enter invoice information

1. Go to Accounts Receivable > All > Invoices and select Add (circle) next to Recurring invoices.

2. Select a Customer.

   The Bill-to and Ship-to fields automatically populate when you select an existing customer. You can override these defaults as needed.

3. Select or add an Invoice sequence number to include an invoice number.

   You can use the invoice number to search, sort, and report on invoices.

4. If this recurring invoice is part of an ongoing contract, enter the Contract ID for the contract.

   To include a description of the contract, enter the information in Contract description.

Enter transaction details

1. Select or add a Payment term for the recurring invoice.

2. To assign a transaction allocations template, select Allocation, then select the appropriate template.

3. Add an Attachment to store a digital version of a supporting document.

Enter currency information

1. Select a Transaction currency.

2. If the transaction currency is not your company's base currency, select an Exchange rate type.

   See Exchange rate types for information.

3. Enter an Exchange rate if you know what the exchange rate is for this invoice or have contracted a set rate with the customer.

   Otherwise, Intacct generates the exchange rate with each invoice.

Enter line item details

1. Select a GL account or Account label to receive the invoice.

2. Enter the item amount in Amount.

3. For companies using multiple currencies, enter the Transaction amount, which is the amount in the transaction currency. Intacct then calculates the Base amount in your company's base currency according to the exchange rate listed in the header.

4. Enter a Memo for line items that might need reference information in the future.

5. Select Department and Location dimensions to assign each line item to a specific department or location.

Establish the recurrence schedule

1. Go to the Schedule tab.

   Select a Start date for the first date on which the invoice will be generated.

2. For Repeat, select the frequency in which the invoice will recur.

   • Select None to have the invoice occur only once.

     You might want to select this option if you're setting up an invoice for an item that might be recurring, like a 30-day trial. Later, you can choose to change the schedule if the service becomes an ongoing expense.

   • Select Days, Weeks, Months, or Years to have the invoice occur at regular intervals, then enter the number of intervals in the corresponding field.

     For example, if an invoice occurs every other month, select Months and enter 2. If you select a time period but do not enter a number, Intacct defaults to 1.

     For weeks, months, and years, the invoice will recur at the next interval on the same date as the start date. For instance, if you set an invoice to start on the 15th of the month and recur monthly, Intacct generates the invoice each month on the 15th. To make an invoice with a monthly interval generate at the end of the month, select End of month.

3. For Ends, select the appropriate termination point for this invoice.

   • To keep the invoice perpetually running - select Never.

     This option is common for invoices like ongoing services that have a set price.

   • To have the invoice run for a limited number of times - select After _ occurrences and enter the number of times the invoice will recur.

     This option is often used for debts that are being paid over time. Setting the number of occurrences eliminates the possibility of making payments after the debt is paid off.

   • To have the invoice recur until a specific date - select On _ and enter an end date.

4. When you finish entering the invoice and schedule information, do one of the following: 

   • Select Save to save the invoice and return to the list of invoices.
   • Select Save and new to save the invoice and add another.