> ## Documentation Index
> Fetch the complete documentation index at: https://docs.jingjaiops.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Recurring Invoices

> Automated recurring billing for long-term rentals — frequency options, draft generation, and notifications.

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.

## 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.

## Setting up recurring billing

<Steps>
  <Step title="Open the job">
    Recurring billing is configured per job, not per customer.
  </Step>

  <Step title="Open the 'Billing Schedule' panel">
    On the right side of the job detail.
  </Step>

  <Step title="Toggle 'Recurring Billing'">
    A configuration form appears.
  </Step>

  <Step title="Pick the frequency">
    Weekly, Biweekly, Monthly, Quarterly, or Annually.
  </Step>

  <Step title="Set the first billing date">
    The date the first invoice will be drafted.
  </Step>

  <Step title="Set the end date">
    Either a specific date, "until job ends," or "ongoing." The schedule respects this.
  </Step>

  <Step title="Set the per-period amount">
    Defaults to the rental subtotal divided by the number of periods. You can override.
  </Step>

  <Step title="Save">
    The schedule is active. The first invoice will be drafted automatically on the first billing date.
  </Step>
</Steps>

## Frequency options

| Frequency     | Example schedule (start 1 Apr 2026)       |
| ------------- | ----------------------------------------- |
| **Weekly**    | 1 Apr, 8 Apr, 15 Apr, 22 Apr, 29 Apr, ... |
| **Biweekly**  | 1 Apr, 15 Apr, 29 Apr, 13 May, ...        |
| **Monthly**   | 1 Apr, 1 May, 1 Jun, 1 Jul, ...           |
| **Quarterly** | 1 Apr, 1 Jul, 1 Oct, 1 Jan, ...           |
| **Annually**  | 1 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.).

## 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.

## 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]

## Adjusting a single cycle

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

<Steps>
  <Step title="Open the draft">
    From the notification or the Invoices list (filter by Draft).
  </Step>

  <Step title="Edit the line items">
    Add, remove, or change. The original schedule is unaffected.
  </Step>

  <Step title="Send">
    The invoice is issued with your changes. The next cycle goes back to the standard schedule.
  </Step>
</Steps>

## 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.

## 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.

<Tip>
  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.
</Tip>