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Documentation Index

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For long rentals (a customer renting a piece of equipment for months or years), recurring invoices send a new invoice on a schedule without manual work each cycle.

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When to use recurring billing

Recurring invoices fit when:
  • The customer is on a long-term rental (1+ months)
  • The amount is the same (or follows a known formula) each cycle
  • You want a consistent billing cadence without re-keying each time
For one-off rentals shorter than a month, a single invoice at job close is simpler.

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Setting up recurring billing

1

Open the job

Recurring billing is configured per job, not per customer.
2

Open the 'Billing Schedule' panel

On the right side of the job detail.
3

Toggle 'Recurring Billing'

A configuration form appears.
4

Pick the frequency

Weekly, Biweekly, Monthly, Quarterly, or Annually.
5

Set the first billing date

The date the first invoice will be drafted.
6

Set the end date

Either a specific date, “until job ends,” or “ongoing.” The schedule respects this.
7

Set the per-period amount

Defaults to the rental subtotal divided by the number of periods. You can override.
8

Save

The schedule is active. The first invoice will be drafted automatically on the first billing date.

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Frequency options

FrequencyExample schedule (start 1 Apr 2026)
Weekly1 Apr, 8 Apr, 15 Apr, 22 Apr, 29 Apr, …
Biweekly1 Apr, 15 Apr, 29 Apr, 13 May, …
Monthly1 Apr, 1 May, 1 Jun, 1 Jul, …
Quarterly1 Apr, 1 Jul, 1 Oct, 1 Jan, …
Annually1 Apr 2026, 1 Apr 2027, 1 Apr 2028, …
For monthly schedules where the start day is the 31st of a month, the schedule snaps to the last day of the next month (April 30, May 31, June 30, etc.).

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Auto-draft generation

Each cycle, JingjaiOps automatically:
  1. Creates a new invoice in Draft status
  2. Pre-fills it with the per-period amount, line items, and VAT
  3. Sets the issue date to the scheduled billing date
  4. Sets the due date based on the customer’s payment terms
The draft is not sent automatically. A staff member must review and click Send to issue the invoice. This gives you a chance to apply any one-time charges (extra equipment, damage adjustments) or pause the cycle if needed.

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Staff notifications

When a draft is auto-generated, JingjaiOps sends an in-app notification and an email to:
  • The user who set up the recurring schedule
  • Any user with the Billing role
  • The customer’s account manager (if assigned)
The notification reads:
A new recurring invoice is ready to review JOB-2026-0042 — Customer ABC Co. Draft for ฿107,000 — billing date 1 May 2026. [Open & Review]

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Adjusting a single cycle

To make a change just for one cycle (one-time discount, extra item):
1

Open the draft

From the notification or the Invoices list (filter by Draft).
2

Edit the line items

Add, remove, or change. The original schedule is unaffected.
3

Send

The invoice is issued with your changes. The next cycle goes back to the standard schedule.

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Pausing or stopping a recurring schedule

To pause:
  1. Open the job’s Billing Schedule panel.
  2. Click Pause Schedule. No new drafts will be generated.
  3. Resume at any time — the next draft will be on the next scheduled date.
To stop:
  1. Open the Billing Schedule panel.
  2. Click End Recurring Billing. No future drafts will be generated. Past invoices are unchanged.

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Changing the amount mid-schedule

If the customer’s rental rate changes (price increase, change in equipment):
  1. Open the Billing Schedule panel.
  2. Click Edit Schedule.
  3. Change the per-period amount.
  4. Save. All future drafts use the new amount; past invoices are unchanged.
For rate changes that affect a single billing cycle (proration), edit the draft directly in that cycle.
Recurring invoices and the Pre-payment feature work well together. Some customers prefer to pay several months in advance — record those as pre-payments, and they’ll automatically apply to the recurring invoices as they’re drafted.