Help / Sales

Set up recurring invoices and overdue reminders

Generate invoices on a schedule automatically, and get notified when invoices are overdue.

For retainers, rent, subscriptions and other repeat billing, save the invoice once as a template and let Legasum create each one for you. Open Sales > Recurring Invoices or go to Recurring Invoices. The same page also holds recurring bills and payments (see Recurring bills and payments).

Create a template

1. Under Recurring Invoice Templates, click + New Template.
2. Enter a Template Name, for example "Monthly Retainer - Acme", and choose the Client.
3. Set Due (days after invoice date). Leave it empty for no due date.
4. Choose the Frequency: Weekly, Monthly, Quarterly or Yearly, and Every (1 for each period, 2 for every second one, and so on).
5. Set Starting (the date of the first run) and, optionally, Ends (optional).
6. Tick Post automatically (otherwise saved as draft for review) if the invoices should be posted without anyone checking them.
7. Add the Line Items: pick an item or Custom line..., then description, quantity, price and discount. Click Create Template.

You must choose a client, give the template a name and add at least one line.

How it runs

• Legasum checks once a day for templates whose Next Run date has arrived. Each one creates an invoice dated that day, with the due date set from your day count.
• Without Post automatically, the invoice is saved as a Draft. You get a notification saying "Recurring invoice INV-... generated" and "saved as draft - review and post". With it ticked, the invoice is posted straight away.
• Tax comes from each catalogue item's tax category. A custom line carries no tax.
• The next run date then moves forward by the frequency you chose, counted from the day it actually ran.
• If a run fails, for example for lack of stock when auto-posting, that template stays due and is tried again the next day.
• A template stops running after its Ends date.

Click Run due invoices now to generate anything due immediately. You see "Generated N invoice(s)" and a count of any failures.

Manage templates

The table shows Name, Frequency, Next Run, Auto-post ("Yes" or "No - draft") and Status (Active or Paused). Use Edit to change a template (the client and start date are locked once it exists), Pause/Resume, or Delete. Pausing or deleting does not touch invoices already created.

Overdue invoice reminders

The Overdue Invoice Reminders card at the top of the page is a simple reminder rule:

1. Tick Enabled.
2. Set Days after due date, the number of days late before a reminder is raised.
3. Optionally set Repeat every (days, optional). Leave it empty for Once only.
4. Click Save Policy. Run reminders now applies it straight away ("Sent N reminder(s), skipped N").

Reminders are in-app notifications for your team. They do not email or text the customer. Only posted invoices with a due date and an unpaid balance are reminded. For separate Due Soon, Overdue and Escalation stages, and for supplier bills, use Collections. Using both at once sends two reminders for the same invoice.

Good to know

• Scheduled invoices follow the same rules as any invoice: a locked accounting period or missing stock will stop posting.
• To see generated drafts, open Invoices and filter by Draft.
• You need access to the Recurring module as well as Sales to see the menu item.