Creating a Recurring Invoice

This article describes how to create a recurring invoice in Corpay Complete.

Recurring invoices are useful for Customers who have regular, ongoing payments. These invoices can automate payments like subscriptions, rent, or utility bills, which can save time and reduce administrative tasks. Corpay Complete allows customization of recurring invoices by setting the frequency, amount, and end date to meet specific business requirements.

Note: The visibility of fields and information in Corpay Complete is based on roles and permissions assigned to users in addition to Company configuration. As a result, some fields or information may not be visible or may only be available in a view-only format.

1. Click the Invoices module in the left-side navigation pane.

2. On the Recurring Invoices tab, click the + Add button.

3. The Add Recurring Invoice page will display. Stay on the Main tab and complete the required fields.

   Note: Required and visible fields vary based on Company configuration.

   1. Name – Key in the name of the recurring invoice.
   2. Amount – Key in the recurring invoice amount.

      Note: Depending on Company configuration, this field may populate from the Line Items tab.

   3. Vendor – Key in text to search or select a Vendor from the drop-down.
   4. Vendor Location – Key in text to search or select a Vendor location from the drop-down.

      Note: This field may not display depending on Company configuration.

   5. Payment Terms – Select the Vendor’s payment terms from the drop-down. This field may populate automatically depending on Company configuration.
   6. Subsidiary – This field populates based on the selected Vendor. Key in text to search or select the drop-down to choose a different subsidiary.
   7. Service Start Date – Click the date picker , and select a service start date.
   8. Service End Date – Click the date picker , and select a service end date.
   9. Frequency – Select the drop-down to choose a Frequency for the recurring invoice. The invoice will be created automatically based on this setting:
      • Weekly – If Weekly is selected, the following drop-down will be displayed:
        • Day Of Week – Select the drop-down to choose a day of the week when the recurring invoice will be created.
      • Monthly – If Monthly is selected, the following drop-down will be displayed:
        • Day Of Month: Select the drop-down to choose a day of the month when the recurring invoice will be created.
      • Quarterly – If Quarterly is selected, the recurring invoice will be created every quarter.
   10. Location – Key in text to search, then select a location.
   11. Prior Period – Click the date picker, then select a prior period if the recurring invoice is for goods or services that occurred in a previous month or year.
   12. Business Unit – Select the drop-down to select a business unit.

       

   13. Bill Distribution Schedule – Key in text to search, then select a bill distribution schedule.
   14. Reference Number – Key in a reference number if applicable.
   15. Company Requestor – Key in text to search, then select the person who is requesting the recurring invoice.
   16. Currency Code – Depending on Company configuration, this field automatically populates. Select the drop-down to choose a different currency code.
   17. Submit Date – Click the date picker , then select a submit date.
   18. Discount Amount – Key in a discount amount.
   19. Discount Expire Date – Click the date picker, then select a discount expiration date.
   20. Department – Key in text to search or select a department from the drop-down.
   21. External ID – This field automatically populates after synchronizing the invoice to the ERP system.
   22. Purchase Order(s) – Begin typing the purchase order number, then select the desired purchase order from the search results. Repeat this process for each purchase order to be connected to the invoice.
   23. Description – Key in an invoice description.
   24. Attachments – Drag and drop or click Browse File to add invoice attachments. If an attachment is not added, an invoice PDF file will be automatically generated.

       

4. Click the Line Items tab, then click the + Add Items button and complete the required fields.
   1. Item Name – Key in text to search, then select an item name. The Unit Price and Total fields may populate automatically depending on Company configuration.
   2. Unit – Select a unit from the drop-down.
   3. Qty – Key in a line item quantity.
   4. Unit Price – Depending on Company configuration, this field may populate based on the selected Item Name. Otherwise, key in the Unit Price.
   5. Tax – Key in a tax for the invoice item. This field may populate automatically depending on Company configuration.
   6. Total – The Total field populates based on the Qty, Unit Price, Tax Code, and Rebate fields.
   7. Account – Depending on Company configuration, this field may populate based on the selected Item Name. If this field is editable, key in text to search or use the drop-down to select a different account.
   8. Department – Key in text to search or use the drop-down to select a different department.
   9. Location – Key in text to search or use the drop-down to select a location.
   10. Business Unit – Select the drop-down and choose a business unit.
   11. Project – Key in text to search, then select a project from the search results.
   12. Description – Key in a description for the line item.
   13. + Add Items – Click the + Add Items button or + Add Items  icon to add another line item.
   14. Delete – Click the Delete  icon to delete a line item.

       

5. Click the Accounts tab and then choose one of the following options:

   Note: Depending on Company configuration, these options may not be available.

   1. Click the Use default accounts radio button to use the default accounts configured for your Company.
   2. Click the Use specific accounts radio button to configure specific accounts:

   

6. If the Use specific accounts option is available and selected, complete the following fields in the Debit Accounts panel:

   Note: Additional fields may display in the Debit Accounts panel depending on Company configuration.

   1. Account – Begin typing to search or use the drop-down to select a debit account.
   2. Percent – Key in a percentage for the debit account. If a percentage is entered, the Amount field will automatically populate.
   3. Amount – Key in an amount for the debit account. If an amount is entered, the Percent field will automatically populate.
   4. Department – Key in text to search or use the drop-down to select a department.
   5. Location – Key in text to search or use the drop-down to select a location.
   6. Business Unit – Key in text to search or use the drop-down to select a business unit.
   7. Category – Key in text to search or use the drop-down to select a category.
   8. Project – Key in text to search, then select a project.
   9. Memo – Key in an optional debit account memo.
   10. + Debit Accounts – Click the + Debit Accounts  icon or + Debit Accounts button to add another debit account. Ensure the values in the Percent fields are equal to 100.
   11. Delete – Click the Delete  icon to delete a debit account.

       

7. If the Use specific accounts option is available and selected, complete the following fields in the Credit Accounts panel:
   1. Account – Key in text to search or use the drop-down to select a credit account.
   2. Percent – Key in a percentage for the credit account. If a percentage is entered, the Amount field will automatically populate.
   3. Amount – Key in an amount for the credit account. If an amount is entered, the Percent field will automatically populate.
   4. Department – Key in text to search or use the drop-down to select a department.
   5. Location – Key in text to search or use the drop-down to select a location.
   6. Business Unit – Key in text to search or use the drop-down to select a business unit.
   7. Category – Key in text to search or use the drop-down to select a category.
   8. Memo – Key in an optional memo for the credit account.
   9. + Credit Accounts – Click the + Credit Accounts button or + Credit Accounts  icon to add another credit account. Ensure the values in the Percent field(s) are equal to 100.
   10. Delete – Click the Delete  icon to delete the credit account.

       

8. Click the Submit button to create the recurring invoice.

9. The Recurring Invoices Details page will display.

10. Click the Recurring Invoice link at the top of the Recurring Invoices Details page.

11. On the Recurring Invoices tab, choose from the following options:
    1. On/Off – Select this drop-down to turn recurring invoices on or off. When recurring invoices are turned off, existing invoices remain accessible, but no new invoices will be created.

       

    2. View – Click the View  icon to open the Recurring Invoices Details page.
    3. Edit – Click the Edit  icon to edit the invoice on the Edit Recurring Invoice page.
    4. Delete – Click the Delete  icon to delete the recurring invoice.