Recurring Invoices
Set up an invoice once and let FinSanad create it automatically on a repeating schedule โ the same monthly retainer to the same customer โ and chase unpaid invoices for you with polite reminder emails.
A recurring profile is like a standing coffee order: you set it up once โ "this invoice, this customer, every month" โ and it's made automatically on schedule until you say stop. The payment reminders are the friendly note that goes out before, on, and after the bill is due, and stops the moment the customer pays.
01What you see on the screen
| Card | What it's for |
|---|---|
| โ New Recurring Invoice Profile | Build the invoice template and its repeat schedule. |
| Recurring Profiles | Your schedules: Name ยท Customer ยท Schedule ยท Next run ยท Done ยท Status ยท Actions. |
| โ๏ธ Email Settings (SMTP) | Your outgoing mailbox, so reminders send from your own address. |
| ๐ Payment Reminders | Reminder rules, plus a log of every reminder sent. |
02Building a recurring profile โ every field
| Field | What to enter | Example | Needed? | Why it matters |
|---|---|---|---|---|
| Profile name | A label you'll recognise | Monthly retainer | Yes | Internal name, shown in the list. |
| Customer | Who each invoice bills | Al Noor Trading LLC | Yes | Every generated invoice goes to this customer. |
| Frequency | Daily / Weekly / Monthly / Quarterly / Yearly | Monthly | Def. Monthly | The repeat unit. |
| Every (interval) | Repeat every N of the frequency (1โ60) | 1 | Def. 1 | Lets you do "every 2 weeks" or "every 3 months". |
| Start date | Date of the first invoice | 2026-08-01 | Yes | All future dates count from here. |
| Occurrence limit | Max invoices ever, or blank for forever | 12 | Optional | For fixed-term deals; the profile completes when reached. |
| End date | Stop after this date | 2027-07-31 | Optional | Another way to end it. Can't be before the start. |
| Auto-send on generation | No (draft) / Yes | No (draft) | Def. No | "No" makes each invoice a draft to review; "Yes" issues it automatically. |
Then add invoice lines with ๏ผ Add line โ each has a Description, Qty, Price and VAT% (default 5%). The profile's currency is AED, and you need at least one line with a description.
03Setting up a monthly recurring invoice
Goal: bill "Al Noor Trading LLC" AED 5,000 + 5% VAT every month for a year from 1 August 2026.
- Open the Recurring Invoices tab.
- Profile name
Monthly retainer; CustomerAl Noor Trading LLC. - Frequency Monthly, Every 1, Start date
2026-08-01. - Occurrence limit
12(stops after a year); leave Auto-send as No (draft) to review each one. - Click ๏ผ Add line: Description
Consulting retainer, Qty1, Price5000, VAT%5. - Click Create Profile. On 1 August it generates the first AED 5,250 invoice, then advances to 1 September, and so on until 12 are done.
04Payment reminders
First fill in Email Settings (SMTP) โ your mail server host, port, from-address and so on โ set Enabled = Yes, and use Send Test to confirm it works. Then add reminder rules:
| When | What it does |
|---|---|
| Days before due | Fires N days before the invoice's due date. |
| On due date | Fires on the due date itself. |
| Overdue every N days | Fires repeatedly, every N days after the due date passes. |
Each rule has an Escalation level (1โ9) to mark a firmer 2nd or 3rd notice. When a rule fires, FinSanad logs it and โ if email is set up and the customer has an email โ sends a branded reminder with the balance and a Pay Now link. Each log line is marked sent, queued, skipped, or failed. Reminders stop automatically once an invoice is paid. Use ๐ค Run Reminders Now to process due reminders on the spot; otherwise a daily worker does it.