Watch the Step-by-Step Video
For a visual guide, watch this video:
How to set up a billing schedule using invoice duplicate feature
There are various billing schedules—monthly, quarterly, or annually. Utilizing the invoice duplicate feature can help streamline the invoicing process in your accounting system, significantly reducing the time spent preparing invoices and associating them one by one in the contract.
On the TrueRev Dashboard, navigate to the Contracts tab and search for the contract you wish to set up a billing schedule for.
If you are setting up a billing schedule for a new term of the contract, navigate to the Bookings tab and duplicate the latest term of the contract by clicking the “Duplicate term” button. You can update the contract value by going to the products and clicking the edit button. Update the quantity and/or the price, then click Save.
Navigate to the Billing tab, then click the “+ Create Invoice” button to generate a billing invoice.
Once the invoice template opens, the customer information will be populated by default. Enter the invoice date, then click “+ Add Invoice Line” to begin adding billing details.
Use the drop-down menu to select the product, and provide a description, which may include (but is not limited to) the service date of the product. Enter the quantity and rate, then click “Continue to Scheduling.”
Enter the “Scheduled to Send On” date, then toggle the option to choose between “Auto-send” or “Remind.”
- Selecting Auto-send will automatically send the invoice to the customer on the scheduled date.
- Selecting Remind will prompt a reminder for manual review and sending.
If you choose Remind, enter the recipient(s)' email address(es) in the “Reminder Email(s)” field, and include any relevant details in the “Reminder Notes” box. Finally, click “Save.”The newly created invoice will appear in the list without a document number, as it is scheduled for future delivery. The invoice number will be automatically generated once the invoice is sent to the customer.
To create a series of invoices from an existing scheduled invoice, duplicate the invoice by clicking the three dots (…) on the far right of the invoice created, then select “Duplicate.”
Enter the number of invoice copies you wish to create, for example, 11 copies for a monthly billing schedule for one year. Then, use the drop-down menu to select the sending frequency: monthly, quarterly, or annually.
Toggle the option to add service dates to the invoice line description. Then, select “Invoice (Custom)” to edit the service dates. Update the “First Service Start Date” and “First Service End Date.” The system will automatically update the service dates for the subsequent invoices based on these initial dates. You may also include any additional information in the “Message” section of the invoice.
Finally, click “Duplicate.”Once the duplicate invoices are created, you can edit the schedule of each invoice by clicking again the three dots and selecting “Edit schedule”.