Recurring Invoices

Automated Invoice Generation #

Scheduled Automatic Invoice Creation #

Corcava provides sophisticated automated invoice generation for recurring billing:

Automated Generation System:

• Scheduled Processing: Automatic invoice generation runs every Monday at midnight
• Client-Based Processing: Individual processing for each client with recurring settings
• Time-Based Generation: Invoices generated from tracked time intervals and project work
• Batch Processing: Efficient batch processing of multiple clients with chunked operations
• Timezone Support: Proper timezone handling for accurate scheduling across global teams

Generation Process:

1. Client Identification: System identifies clients with active invoice settings 2. Schedule Validation: Validates if invoice generation is due based on frequency settings 3. Time Data Collection: Collects time tracking data for the billing period 4. Invoice Creation: Automatically creates invoices with line items from time data 5. Email Delivery: Automatically emails invoices to clients upon creation

Automated Generation Features:

• Duplicate Prevention: Cache system prevents duplicate invoice generation on the same day
• Error Handling: Comprehensive error handling with detailed logging for troubleshooting
• Performance Optimization: Efficient processing with chunked database operations
• Audit Trail: Complete audit trail of automated invoice generation activities
• Timezone Accuracy: Accurate timezone conversion for global client scheduling

Automatic Invoice Processing #

Automatic processing ensures reliable and consistent invoice generation:

Processing Logic:

• Frequency-Based Scheduling: Different processing logic for weekly, bi-weekly, and monthly frequencies
• Date-Based Triggers: Specific day-of-week triggers for consistent invoice timing
• Period Calculation: Automatic calculation of billing periods based on frequency settings
• Line Item Generation: Automatic generation of line items from time tracking data
• Currency Conversion: Automatic currency conversion for multi-currency clients

Processing Features:

• Smart Scheduling: Intelligent scheduling based on client timezone and frequency preferences
• Data Validation: Validation of time data and billing information before invoice creation
• Error Recovery: Automatic error recovery and retry mechanisms for failed generations
• Performance Monitoring: Monitoring of generation performance and success rates
• Logging Integration: Comprehensive logging for monitoring and troubleshooting

Recurring Billing Settings #

Configuring Frequency and Billing Schedules #

Recurring billing settings provide flexible configuration options for each client:

Billing Frequency Options:

• Weekly Billing: Generate invoices every Monday for the previous week’s work
• Bi-Weekly Billing: Generate invoices every two weeks on Monday
• Monthly Billing: Generate invoices on the first Monday of each month
• Frequency Validation: Validation of frequency settings and proper configuration
• Default Settings: Default monthly frequency with option to customize per client

Billing Schedule Configuration:

• Day-Based Scheduling: Consistent day-of-week scheduling for predictable invoice timing
• Period Calculation: Automatic calculation of billing periods based on selected frequency
• Timezone Integration: Proper timezone handling for accurate scheduling
• Schedule Validation: Validation of schedule settings and frequency combinations
• Flexible Timing: Flexible timing options to accommodate different business needs

Schedule Management:

• First Invoice Logic: Special logic for generating the first invoice for new recurring clients
• Schedule Consistency: Consistent scheduling across all frequency options
• Date Validation: Validation of dates and scheduling parameters
• Schedule Optimization: Optimized scheduling for efficient processing
• Schedule Monitoring: Monitoring of schedule adherence and processing accuracy

Billing Configuration Options #

Billing configuration provides comprehensive control over recurring invoice settings:

Invoice Configuration:

• Billing Type Selection: Choose between hourly billing and fixed price billing
• Fixed Price Settings: Configure fixed price amounts for non-hourly billing
• Expense Integration: Option to include expenses in recurring invoices
• Line Item Configuration: Configure number of line items to include in invoices
• Notification Settings: Configure email notifications for various invoice events

Advanced Settings:

• Sending Delay: Configure delay between invoice creation and sending
• Payment Reminders: Configure automatic payment reminders after due dates
• Email Configuration: Configure custom email addresses for invoice delivery
• Notification Preferences: Configure notifications for invoice events (send, payment, closed)
• Custom Settings: Additional custom settings for specific billing requirements

Client-Specific Recurring Settings #

Custom Recurring Settings per Client #

Each client can have individualized recurring billing settings:

Client-Specific Configuration:

• Individual Frequency Settings: Each client can have their own billing frequency
• Custom Billing Preferences: Customized billing preferences per client relationship
• Client-Specific Pricing: Individual pricing models (hourly vs. fixed price) per client
• Custom Notification Settings: Client-specific email and notification preferences
• Flexible Configuration: Flexible configuration options to meet diverse client needs

Client Settings Management:

• Settings Creation: Easy creation of invoice settings for new clients
• Settings Updates: Simple updates to existing client invoice settings
• Settings Validation: Validation of client-specific settings and configurations
• Default Inheritance: Automatic inheritance of default settings with customization options
• Settings History: Tracking of changes to client invoice settings over time

Client Billing Features:

• Hourly vs. Fixed Price: Choice between hourly billing and fixed price billing per client
• Expense Inclusion: Option to include or exclude expenses in client invoices
• Custom Email Settings: Client-specific email addresses for invoice delivery
• Notification Customization: Customized notification settings for each client
• Billing Period Customization: Customized billing periods and timing per client

Client Settings Interface #

Client settings provide user-friendly configuration management:

Settings Management Interface:

• Client-Based Settings: Settings organized by client for easy management
• Form-Based Configuration: User-friendly forms for configuring invoice settings
• Validation Feedback: Real-time validation feedback for settings configuration
• Settings Preview: Preview of settings and their impact on invoice generation
• Bulk Settings: Options for applying settings to multiple clients

Configuration Features:

• Settings Validation: Comprehensive validation of all configuration options
• Error Prevention: Prevention of invalid configuration combinations
• Settings Testing: Testing capabilities for validating settings before activation
• Settings Backup: Backup and restore capabilities for client settings
• Settings Migration: Migration tools for updating settings across clients

Time-Based Invoice Generation #

Automatic Invoicing Based on Time Tracking Data #

Time-based invoice generation creates invoices directly from tracked work:

Time Data Integration:

• Time Interval Collection: Automatic collection of time intervals for billing periods
• Project-Based Billing: Time data organized by project for accurate billing
• User-Based Tracking: Time tracking data attributed to specific team members
• Billable Hours Calculation: Automatic calculation of billable hours from time data
• Rate Application: Automatic application of bill rates to time intervals

Line Item Generation:

• Automatic Line Items: Automatic generation of invoice line items from time data
• Project Breakdown: Line items broken down by project and team member
• Time Period Organization: Time data organized by billing periods and dates
• Rate Calculation: Automatic calculation of amounts based on time and rates
• Description Generation: Automatic generation of descriptive line item names

Time-Based Features:

• Accurate Billing: Accurate billing based on actual time worked
• Detailed Breakdown: Detailed breakdown of work performed during billing period
• Project Attribution: Proper attribution of time to specific projects and clients
• Team Member Tracking: Tracking of work by individual team members
• Billable Hour Validation: Validation of billable hours and time data accuracy

Time Integration Accuracy #

Time integration ensures accurate billing from time tracking data:

Data Accuracy Features:

• Time Validation: Validation of time tracking data before invoice generation
• Rate Accuracy: Accurate application of bill rates to time intervals
• Period Accuracy: Accurate calculation of billing periods and time ranges
• Project Accuracy: Accurate attribution of time to correct projects and clients
• Currency Accuracy: Accurate currency conversion for multi-currency billing

Integration Quality:

• Data Integrity: Maintenance of data integrity throughout the billing process
• Error Detection: Detection and handling of errors in time data
• Validation Checks: Multiple validation checks for time and billing accuracy
• Audit Trail: Complete audit trail of time data used in invoice generation
• Quality Assurance: Quality assurance processes for billing accuracy

Recurring Invoice Management #

Managing and Monitoring Recurring Billing #

Recurring invoice management provides oversight and control over automated billing:

Management Features:

• Invoice Monitoring: Monitoring of automated invoice generation and delivery
• Schedule Tracking: Tracking of recurring invoice schedules and timing
• Error Management: Management of errors and issues in automated generation
• Performance Monitoring: Monitoring of system performance and generation success rates
• Client Communication: Communication tools for managing client billing relationships

Monitoring Capabilities:

• Generation Reports: Reports on invoice generation activity and success rates
• Schedule Adherence: Monitoring of schedule adherence and timing accuracy
• Error Reporting: Comprehensive error reporting and resolution tracking
• Performance Analytics: Analytics on recurring billing performance and efficiency
• Client Satisfaction: Monitoring of client satisfaction with recurring billing

Management Tools:

• Manual Override: Manual override capabilities for special circumstances
• Schedule Adjustments: Tools for adjusting recurring schedules when needed
• Error Resolution: Tools for resolving errors in automated generation
• Client Communication: Communication tools for managing billing relationships
• Reporting Dashboard: Dashboard for monitoring all aspects of recurring billing

Recurring Billing Analytics #

Analytics provide insights into recurring billing performance and trends:

Performance Analytics:

• Generation Success Rates: Analytics on invoice generation success and failure rates
• Timing Accuracy: Analysis of timing accuracy and schedule adherence
• Client Billing Patterns: Analysis of client billing patterns and preferences
• Revenue Tracking: Tracking of recurring revenue and billing amounts
• Efficiency Metrics: Metrics on billing process efficiency and automation benefits

Billing Insights:

• Frequency Analysis: Analysis of billing frequency preferences and effectiveness
• Client Retention: Analysis of client retention and recurring billing relationships
• Revenue Trends: Trends in recurring billing revenue and growth
• Process Optimization: Insights for optimizing recurring billing processes
• Client Satisfaction: Analysis of client satisfaction with automated billing

Reporting Features:

• Recurring Billing Reports: Comprehensive reports on recurring billing activity
• Client Billing Reports: Client-specific reports on billing history and patterns
• Performance Reports: Reports on system performance and generation metrics
• Revenue Reports: Revenue reports focused on recurring billing contributions
• Trend Analysis: Trend analysis for recurring billing optimization and improvement