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AysOps Help

Create a recurring charge

What this does

Section titled “What this does”

Sets up something you bill on a schedule, for example “Monthly Remote Monitoring, CA$50 a month”.

Before you start

Section titled “Before you start”
  • You need the Create & stop recurring charges permission (owners, admins and managers by default).
  • Add your tax rates first: a recurring charge’s taxes are locked when it’s created. See Tax rates.

Where to create it

Section titled “Where to create it”
  • For one customer: open the customer → Pricing → Recurring Charges. Only this form has a First bill date.
  • Company-wide: your initial or photo → Settings → Pricing → Recurring Charges. Use this for a plan you sell to several customers. Each time you bill a customer with it, that customer gets their own copy with its own billing dates, and the company-wide charge stays in Settings, ready for the next customer.

A customer’s Recurring Charges

Steps

Section titled “Steps”
  1. Click Add recurring charge.
  2. Fill in New recurring charge:
    • Name: for example “Monthly Remote Monitoring”. This appears on the invoice.
    • Description (optional): for example “24/7 monitoring and patch management”.
    • Amount: the currency (CAD or USD) and the price per cycle, before tax.
    • Billing interval: Weekly, Every 2 weeks, Monthly, Quarterly, Yearly or Custom interval. For a custom interval, fill in Every how many days? (for example 90).
    • Notes (optional): for you only.
    • Minimum commitment (optional): the number of charges the customer has agreed to, for example 12. Stopping before then asks you for a reason, and the charge shows a Contract end date.
    • First bill date (optional, customer charges only): leave blank to start billing when you send the first invoice with this charge. Set a date (for example the last day of the month) and the first invoice is created automatically on that date, then repeats from there. It can’t be in the past: the date box won’t accept a day before today.
    • Auto-send generated invoices: tick to email each new invoice to the customer automatically. Leave it off to check and send each one yourself.
    • Applicable taxes: tick the taxes that apply.
  3. Click Save charge. If something needs fixing, a message tells you what, and everything you typed stays in the form so you only change that one thing.

The New recurring charge form with a first bill date

What happens next

Section titled “What happens next”
  • With a first bill date: the charge appears straight away on the Recurring Charges page with that date as the Next charge.
  • Without one: the charge waits until you bill it. Add it to a work order and send the invoice. See Start recurring billing from a work order.

If something goes wrong

Section titled “If something goes wrong”
  • “Custom interval requires a number of days greater than 0.”: fill in Every how many days?.
  • Your browser says the date must be today or later (its own wording, for example “Value must be … or later”) when you click Save charge: choose today or a later date.
  • “The first bill date can’t be in the past.” under the form: the date was before today (for example it was typed in before the box had loaded). Choose today or later and click Save charge again; the rest of the form is still filled in.
  • A tax is missing: taxes can’t be added later. Archive the charge and create a new one.
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