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. Click the Recurring Invoices tab.

3. On the Recurring Invoices page, click the + Add button to create a new recurring invoice.

4. The Add Recurring Invoice page displays. 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 populates from the Line Items tab.

   3. Vendor: Begin typing to search and select a vendor.
   4. Payment Terms: Select the Payment Terms from the drop-down. If your Company is configured with a default Payment Term, this field populates automatically.
   5. Subsidiary: The Subsidiary field populates based on the selected vendor. Select the drop-down or begin typing to choose a different subsidiary.
   6. Service Start Date: Click the date picker , and select a service start date.
   7. Service End Date: Click the date picker, and select a service end date.
   8. 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.
   9. Location: Begin typing to search and select a location.
   10. Prior Period: Click the date picker , and select a prior period if the recurring invoice is for goods or services that occurred in a previous month or year.
   11. Business Unit: Select the drop-down to select a business unit.

       

   12. Reference Number: Key in a reference number, if applicable.
   13. Currency Code: Depending on Company configuration, this field populates automatically. Select the drop-down to choose a different currency code.
   14. Submit Date: Click the date picker , and select a submit date.
   15. Discount Amount: Key in a discount amount.
   16. Discount Expire Date: Click the date picker, and select a discount expiration date.
   17. Department: Begin typing to search and select a department.
   18. Budget: Begin typing to search and select a budget.
   19. External ID: The External ID field automatically populates after synchronizing the invoice to your ERP system.
   20. Purchase Order(s): Begin typing to search and select a purchase order to link to the invoice. Repeat this for each purchase order to be linked.
   21. Description: Key in an invoice description.

       

   22. 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.
   23. Additional Coding Fields: If your Company uses custom fields, complete each one according to your Company’s procedures. Custom fields vary depending on Company configuration.

       

5. On the Line Items tab, click the + Add Items button, and complete the required fields.

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

   1. Item Name: Begin typing to search and select an item name. The Unit Price and Total fields automatically populate based on the selected Item Name.
   2. Tax Code: Select a tax code from the drop-down. The Total field updates automatically.
   3. Unit: Select a unit from the drop-down.
   4. Qty: Key in a line item quantity.
   5. Unit Price: This field populates based on the selected Item Name.
   6. Total: The Total field populates based on the Qty, Unit Price, Tax Code, and Rebate fields.
   7. Account: This field populates based on the selected Item Name. Begin typing to search or use the drop-down to select a different account.
   8. Rebate: Select a Rebate from the drop-down. The Rebate Amount and Total fields automatically update.
   9. Rebate Amount: The Rebate Amount field populates based on the selected Rebate.
   10. Department: Begin typing to search or use the drop-down to select a department.
   11. Location: Begin typing to search or use the drop-down to select a location.
   12. Business Unit: Select the drop-down and choose a business unit.
   13. + Add Items: Click the + Add Items  icon to add another line item.
   14. Delete: Click the Delete  icon to delete a line item.

       

   15. Inter Company: Begin typing to search or use the drop-down to select an inter company.
   16. For Project: Begin typing to search or use the drop-down to select a for project.
   17. Project: Begin typing to search or use the drop-down to select a project.
   18. Amortization Template: Select an amortization template from the drop-down.
   19. Start Date: Click the date picker , and select a start date.
   20. End Date: Click the date picker , and select an end date.
   21. Description: Key in a description for the line item.
   22. Custom Fields: If your Company uses custom fields, complete each one according to your Company’s procedures.
   23. + Add Items: Click the + Add Items button or + Add Items  icon to add another line item.

       

6. Click the Accounts tab.
7. Choose one of the following options:
   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:

      

8. If the Use specific accounts option is available and selected, complete the following fields in the Debit Accounts pane:
   1. Account: Begin typing to search or use the drop-down to select a debit account.
   2. Tax Code: Begin typing to search or use the drop-down to select a tax code.
   3. Sub Amount: Key in a sub amount for the debit Account.
   4. Amount: The Amount field populates based on the Tax Code, Sub Amount, and Rebate fields.
   5. Rebate: Begin typing to search or use the drop-down to select a rebate.
   6. Rebate Amount: Key in a rebate amount.
   7. Department: Begin typing to search or use the drop-down to select a department.
   8. Location: Begin typing to search or use the drop-down to select a location.
   9. Bill Distribution Exclude: Select the Bill Distribution Exclude checkbox to exclude the item from bill distribution.
   10. Business Unit: Begin typing to search or use the drop-down to select a business unit.
   11. Category: Begin typing to search or use the drop-down to select a category.
   12. Inter Company: Begin typing to search or use the drop-down to select an inter company.
   13. For Project: Begin typing to search and select a for project.
   14. Project: Begin typing to search and select a project.
   15. Product Item: Begin typing to search and select a product item.
   16. Amortization Template: Use the drop-down to select an amortization template.
   17. Start Date: Click the date picker , and select a start date.
   18. End Date: Click the date picker , and select an end date.
   19. Memo: Key in an optional debit account memo.
   20. + Debit Accounts: Click the + Debit Accounts  icon to add another debit account.
   21. Delete: Click the Delete  icon to delete a debit account.

       

   22. Additional Coding Fields: If your Company uses custom fields, complete each one according to your Company’s procedures.
   23. + Debit Accounts: Click the + Debit Accounts button or + Debit Accounts  icon to add another debit account.

       

9. If the Use specific accounts option is available and selected, complete the following fields in the Credit Accounts pane:
   1. Account: Begin typing 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: Start typing to search or use the drop-down to select a department.
   5. Location: Start typing to search or use the drop-down to select a location.
   6. Business Unit: Start typing to search or use the drop-down to select a business unit.
   7. Category: Start typing to search or use the drop-down to select a category.
   8. Inter Company: Start typing to search or use the drop-down to select an inter company.
   9. Memo: Key in an optional credit account memo.
   10. + Credit Accounts: Click the + Credit Accounts button or + Credit Accounts  icon to add another credit account.
   11. Delete: Click the Delete  icon to delete the credit account.

       

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

11. You will be redirected to the Recurring Invoices Details page.

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

13. On the Recurring Invoices page, 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.