Recurring Invoices

Set up automatic invoicing on a weekly, monthly, quarterly, or annual schedule for repeat customers, instead of recreating the same invoice by hand every cycle.

Included in every plan. Recurring Invoices are available from the Starter tier upward — no upgrade required.

Overview

A recurring invoice is a template — a customer, a branch, a set of line items, and a schedule — that OjaSuite uses to generate real invoices automatically as each cycle comes due. Each generated invoice is a normal invoice: it appears in your Invoices list, counts toward reports, and can be paid, sent, or edited like any other.

Creating a Recurring Invoice

Navigate to Recurring Invoices → New Recurring Invoice.
Select the Customer and Branch to bill from.
Choose a Cadence: Weekly, Monthly, Quarterly, or Annually.
Set the Start Date — the first invoice is generated on this date. Optionally set an End Date to stop the series automatically once it's reached.
Set Net Payment Days (how many days after issue each generated invoice is due) and, optionally, Max Cycles to cap the total number of invoices generated (leave blank for unlimited, bounded only by the end date if one is set).
Add one or more line items, the same way you would on a normal invoice.
Check “Automatically email the invoice to the customer when generated” if you want each cycle's invoice sent without you needing to do it manually.
Click Create Recurring Invoice.

What Happens Automatically

Once a schedule is Active, OjaSuite generates a real invoice from the template as each cycle comes due, using the line items and amounts saved on the template. If auto-send is enabled, the customer is emailed the new invoice as soon as it's generated. Nothing else happens automatically — you still record payments, follow up on overdue balances, and manage each generated invoice the normal way.

Managing a Recurring Invoice

Status	Meaning
Active	Generating invoices on schedule.
Paused	Temporarily stopped — no invoices generate until you resume it. Nothing already generated is affected.
Completed	Finished on its own, either because it hit its end date or reached its max cycles.
Cancelled	Stopped for good. A cancelled series cannot be resumed.

From a recurring invoice's detail page you can Pause or Resume an Active/Paused series, Cancel it outright, or edit its customer, branch, schedule, and line items — editing is only available while a series is Active or Paused. The detail page also lists every invoice the series has generated so far, each linking straight to that invoice.

Note: Changes you make to a recurring invoice template only affect future generated invoices. Invoices already generated are independent records — edit them directly from the Invoices list if you need to correct one after the fact.

Need help? Contact our support team.