How do I set up recurring invoices and bills in Kontuly?
In Kontuly, click Recurring in the sidebar, then New recurring invoice or New recurring bill, set the schedule and the lines, and click Save. The app then makes the invoice or bill on each date: a monthly retainer, rent, a subscription or a lease, entered once.
- Click New recurring invoice (or New recurring bill). Or open an existing invoice or bill and click Make recurring.
- Give it a Name you'll recognise, such as
Monthly retainer — Northside. - Choose the customer or supplier.
- Set the schedule. Repeat every a number of weeks, months or years (
2 weeksfor fortnightly,3 monthsfor quarterly), the First date, an optional End date, and Days until due. - Choose On each date. Make a draft invoice for me to check (the safest to start with), Make and approve the invoice, or Make, approve and email the invoice. Bills can be made as drafts or approved.
- Add the lines, as on an invoice or bill, and any Notes.
- Click Save.
Monthly dates keep the same day of the month; a schedule starting on the 31st uses the last day of shorter months.
Does my computer need to be on?
Your books live on your computer, so there's no server to make documents while you're away. Kontuly makes what's due shortly after it starts and then every hour while it's open. If it was closed on a date, it catches up next time, making each missed document on its own date. One more than a week late is made as a draft, not emailed, so a customer doesn't get a pile of old invoices at once. Click Run now to make anything due straight away.
How do I pause or stop one?
Open it from the Recurring list. Pause stops new documents; Resume carries on from the next date, skipping dates that passed while paused. Delete removes the template, and documents already made stay. Made so far lists everything it has made.
Why was one made as a draft?
If its date is on or before your lock date, it can't be approved, so it's kept as a draft: Kept as a draft — it couldn't be approved. If emailing failed, for example the customer has no email address, the invoice is still approved and the history shows Couldn't be emailed: email it from Invoices. If a template can't make its document at all, perhaps because an account on its lines was removed, it says why; fix its lines and save.
Nothing is made while your books are read-only.
Related questions
- How do I write a contract for a customer in Kontuly?Write customer contracts in Kontuly from a template with merge fields, email them, record acceptance, then invoice once or on a schedule.
- How do I create and send an invoice in Kontuly?Write an invoice in Kontuly as a draft, check it with Preview, then approve it to record the sale and email it to your customer with the PDF attached.
- How do I enter a supplier bill in Kontuly?Enter a supplier's invoice as a bill in Kontuly to track what you owe and when, claim the GST, and record the cost before you pay. Tax inclusive by default.
- Can Kontuly send reminders when its window is closed?Turn on Running in the background so Kontuly keeps sending overdue reminders, recurring invoices and off-site backups with its window closed.
More about quotes, invoices and customers
- How do I add a customer or supplier in Kontuly?Add customers and suppliers to Kontuly's Contacts list, choose whether each is a customer, supplier or both, and archive the ones you no longer use.
- How do I record a customer payment in Kontuly?Mark a Kontuly invoice as paid by matching the deposit in Banking or recording the payment by hand, including part payments and undoing a mistake.
- How do I void or cancel an invoice in Kontuly?Void an invoice in Kontuly when it should never have been issued, or raise a credit note when the customer is owed some of it back. When each one fits.
- How do I give a customer a credit note in Kontuly?Raise a customer credit note from an invoice in Kontuly to refund or reduce what a customer owes, then apply the credit to an invoice or pay it back.
- How do I send a customer statement in Kontuly?Create a customer statement in Kontuly showing invoices, payments and what's still owing, with ageing, then preview it, save the PDF or email it.