Repeating invoices and supplier invoices

What they are

A repeating invoice is a customer you bill the same thing on a schedule — a retainer, a monthly service, rent. A repeating supplier invoice is a supplier's invoice that comes on a schedule — rent, fibre, a software subscription. Set one up once and Worklog makes each invoice or supplier invoice on its day, in Invoices or Supplier Invoices, numbered like any other.

Each has its own screen: Repeating Invoices under Sales and Repeating Supplier Invoices under Purchases, with three tabs. 📋 Overview gives what the repeats come to a month and where they stand today — made this morning, waiting for you, coming up in the next 30 days — with the PDF and CSV. ⏳ Waiting lists what is due and not made yet, with a count on the tab, and below it Coming up for the next 30 days. 🔁 All repeats lists every repeat, running, paused or ended.

💡Repeating invoices and supplier invoices are on the Team and Complete plans. They follow Invoices and Supplier Invoices: whoever can edit those can set up and run their repeats.

Set one up

Open Repeating Invoices (or Repeating Supplier Invoices) and tap + New. Or open an invoice you already sent, or a supplier invoice, and tap 🔁 Repeat this invoice (or Repeat this supplier invoice) — the form opens filled in from it, starting a month after it.
Pick the customer or supplier and add the lines, with a SARS category on each, exactly as on an invoice or supplier invoice.
Under How often, tap Weekly, Monthly, Quarterly or Yearly — or Other… for any other, such as every 2 weeks or every 6 months: type the number and pick weeks, months or years.
Set the First invoice on (or First supplier invoice on) date and Pay within, the days each one gives to pay.
Under Stops, choose Never, After a number (say 12), or On a date.
Under When one is due, choose Ask me first or Create it automatically (see below).
Check the dates in the blue box — the first four, and the last one if it ends — then tap Save.

💡A repeat on the 29th, 30th or 31st uses the last day of a shorter month and goes back to its own day the month after — the 31st of January, then the 28th of February, then the 31st of March.

💡For a supplier invoice whose amount changes each time, like water and lights, tap Changes each time under The amount. Add a line for what it is and its category; you type the amount when each one comes.

Ask me first, or automatically

Ask me first is the default. When one is due it waits under ⏳ Waiting, and in Needs you today on the dashboard, until you act. Tick the ones that are right and tap Create (or Add for supplier invoices), tap Skip ticked to leave them out this time, or tap a name to open it and change anything first.

Create it automatically makes the invoice or supplier invoice early that morning. An invoice made that way shows at the top of Invoices and in Needs you today, because it is not sent yet — open it and tap 📄 PDF to send it. Worklog never sends anything to your customers by itself.

An automatic one still waits for you if it can't be made — a line with no category, say, and ⏳ Waiting says why — or if more than one is due at once, which only happens when days were missed. You check a pile of back-dated invoices before they go out rather than after.

💡A supplier invoice whose amount changes always waits for you, whichever you choose: only their invoice in hand says what it is.

Skip, change, pause or stop

Tap a date under Coming up (on ⏳ Waiting), or a repeat under 🔁 All repeats. Its sheet opens on that date.
Skip this one leaves just that date out. The sheet says when the next one is.
Change this one (on an automatic repeat) makes that date wait for you instead of being made by itself, so you can change it first.
Create it now (on the next date) opens it straight away, to make it early or change it first.
Pause stops the whole repeat until you tap Resume. Dates that pass while it is paused are not made up afterwards.
Change the repeat changes what it bills, how often, when it ends, or Ask me first — from the next one on.
Stop it for good ends it. Nothing more is made from it.

⚠️Changing a repeat only changes the invoices and supplier invoices not made yet. One already made is on your books: correct an invoice with a credit note, and a supplier invoice with a supplier credit note.

What they add up to

The line under the title says how many are running and about what they come to a month. Weekly, quarterly and yearly schedules are counted as a monthly equivalent so they add up — a yearly invoice is a twelfth of itself each month. 📄 PDF and 📊 CSV / Excel at the foot of the list give the same figures, with what is due in the next 30 days. A supplier invoice whose amount changes is listed but left out of the totals.

Still stuck? Open the in-app help assistant, or email us at hello@worklogsolutions.co.za.

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