Recurring invoices let you produce the same invoice on a fixed cadence—great for simple, predictable charges that must go out on an anniversary date (e.g., the 12th of every month) or on short, regular cycles (e.g., weekly in advance). They are an alternative to rollovers when you don’t want the system to recalculate time, pro‑rate, or clean up one‑off lines.

• They duplicate the source invoice exactly. No automatic tweaks. The new invoice will carry across the same lines and values.

• They do not calculate the billable time for the period, pro‑rate partial months, remove returned hire items, drop one‑off fees, exclude weekends, or add final‑invoice pickups, etc.

• They’re triggered manually in bulk. On a regular schedule (often a few times per week), you’ll process all invoices that are due to recur from a single screen.

If you need automated period pricing, pro‑rata, or automatic carry‑forward/cleanup of lines, use End‑of‑Month (EOM) Rollover instead.

• Recurring invoices: exact copies on a timetable; no period calculations; ideal for fixed weekly or anniversary‑date billing that doesn’t change.

• EOM Rollover: calculates the correct charge for the period and prevents one‑off items from persisting; ideal for standard machinery hire and variable scenarios (stand‑downs, excluded weekends, first/last‑invoice extras).

Both processes are manual bulk actions but are managed from different screens:

• EOM Rollover: Sales & Hire > End‑of‑Month Rollover

• Recurring: Sales & Hire > Recurring Invoices

Important: Once an invoice has recurring settings, it is hidden from the EOM Rollover list to prevent both processes being used on the same invoice.

• Anniversary‑date billing where the invoice must be issued on the same calendar date each cycle (e.g., started on the 12th → bill on the 12th every month).

• Short, fixed cycles such as “$100 per week, in advance,” where charges don’t change week‑to‑week.

Use EOM Rollover (or manual rollovers) instead if you need any of the following:

• Pro‑rata calculations for partial months

• Stand‑downs or excluded‑days handling (e.g., weekends)

• First/last‑invoice adjustments (delivery on the first, pickup on the last)

• Automatic removal of one‑off items or returned hire items

• Any variable charges that change from period to period

If you just need a single copy of an invoice, use Options > Duplicate on the invoice. Recurring invoices use that same duplication behaviour—but on your chosen schedule.

1. Open (or create) the invoice you want to recur.

2. Set the Invoice Date (this date drives when recurrences fall due).

3. If this invoice contains hire items you want to keep blocked out, optionally tick TBA so items remain unavailable until returned.

4. Click Options (top‑right) and choose Set as Recurring.

5. Configure the Repeat settings:

   • Enter a number, then choose a time span (Weekly, Monthly, Annually).

   • Examples:

     • Repeat 2 + Weekly → every two weeks (not twice per week).

     • Repeat 1 + Monthly → every month on the same invoice date.

     • Repeat 2 + Monthly → every second month.

6. Click Save.

How “due for recursion” is determined: HirePOS uses the invoice’s current Invoice Date plus your Repeat rule. For example, an invoice dated 1 Jul with Repeat 1 Monthly will come due on 1 Aug, then 1 Sep, and so on.

1. Go to Sales & Hire > Recurring Invoices.

2. Review everything showing as Due and make any corrections you need.

3. Click Create Invoices to generate the next set.

Remember: the system duplicates exactly. If dates, periods, or any line items need to change on the newly created invoices, adjust them manually after creation.

• Open the invoice, click Options > Edit Recurring Settings.

• To stop further recurrences, tick Discontinue and Save Changes.

• You can also adjust the Repeat settings here if the cadence changes.

• Treat the source (recurring) invoice as your template. Keep it clean and only include lines that must persist every cycle.

• For any scenario that’s likely to change between invoices—quantities, dates, one‑off fees—prefer EOM Rollover or manual billing.

• If a recurring invoice needs a once‑off extra (e.g., a call‑out), add it after the recurrence is created so you don’t lock it into future copies.