Recurring Quotes and Invoices – User Documentation
The Recurring Quotes/Invoices module enables automatic generation of quotes or invoices based on predefined rules and schedules. This feature is ideal for recurring services or products that are billed periodically.
Main Options and Tabs
- Recurring Quotes – manage templates for automatic quote generation (tab "Recurring Quotes List").
- Recurring Invoices – manage templates for automatic invoice generation (tab "Recurring Invoices List").
- For each type (quote/invoice) the following options are available: view, create, edit and delete templates.
- Each template can be linked to an existing quote/invoice or a completely new template can be created.
Template Overview
- The main page of each tab displays a list of all recurring quotes or invoices in a table view.
- Each row contains basic information: name, description, frequency, start date, next scheduled date, creation time and last modification.
- Clicking the template name opens a detailed view with additional information, including links to the original quote/invoice and customer, e-mail sending status and the recurrence schedule.
- At the bottom of the detailed view there is a table listing all past and future generation dates for the quote/invoice.
- Filters above the table allow searching by number, date, customer and other criteria.
Creating a New Template
- Select "New Recurring Quote" or "New Recurring Invoice" to define a new template.
- You can select an existing quote/invoice as a basis or create a completely new template.
- Enter the name, description, frequency (e.g. weekly, monthly), start date and time, and the option to automatically send an e-mail to the customer.
- For automatic customer e-mail delivery, the customer must have a valid e-mail address configured.
- After saving, the template will appear in the corresponding list and will automatically generate quotes/invoices according to the schedule.
Editing a Template
- Select the template you want to edit and click "Edit".
- You can modify all data: name, description, frequency, start date, e-mail sending options.
- Changes will apply to future generated quotes/invoices.
Deleting a Template
- Select the template you want to delete and click "Delete".
- Deletion is irreversible – the template and all future generation dates will be removed.
- To return to the template list, use the menu or breadcrumbs at the top of the page.
Search and Filtering
- Filters above the table allow searching by number, date, customer and other criteria.
- When creating a template you can search existing quotes/invoices by number, date or customer and use them as a basis for the new template.
Access Rights and Permissions
- Access to this module and all actions (view, create, edit, delete) is available only to users with the admin role.
- For each action the system verifies permissions and displays the appropriate messages.
Notes and Tips
- If the year archive is active, it is not possible to create or edit templates until the archive is closed.
- Each template can be linked to a specific branch office and user profile.
- For help or additional information, contact your system administrator.