What are payment schedules?
Payment schedules allow you to create invoices that can be paid in multiple instalments, rather than in one go. They are useful for when you have to invoice your customer multiple times over the course of a project, or if you want to offer your customers a flexible way to pay.
Payment schedules are completely customisable, depending on the situation, and your customer’s needs. Choose how many instalments you want your customer to pay in, when they need to pay them, and whether you want to set the payment schedule as a single invoice or split across several invoices.
Creating payment schedules
1. Go to the Invoices tab.
2. Create a new invoice as normal, including your customer information and product/service items.
3. Enable payment schedules by clicking on Payment Schedule on the right-hand side of the screen under Invoicing settings.
4. Click on the Edit schedules link which is now on your invoice, to open a pop-up settings window.
5. Here, you can select whether you want to include all instalments on one invoice or split across multiple invoices as well as the number and frequency of payments (e.g. weekly, monthly etc. You can create up to 12 instalments per payment schedule). You can also set the amount of each instalment, whether to set the instalments as a percentage of the total or as a specified amount, the due dates, the project name (optional), and whether or not to include pro-rated VAT (i.e. distributed proportionally).
6. Once you’ve finished customising your payment schedule, click Save to add it to your invoice. The instalments, along with their prospective invoice numbers (if split across multiple invoices), due dates, and amounts, will then be shown at the bottom of your invoice after the Total amount due.
7. Approve and send your invoice(s) to your customer as normal.
- Payment schedules are only available on our Premium plans Pro and above.
- Once your customer has paid the first instalment (on a single invoice), your invoice status will be set as Sent. You can only mark your invoice as Paid after all instalments have been paid.
- When creating a payment schedule with multiple instalments split across several invoices, you can select whether to send the first invoice only, or all invoices at the same time. If you choose to only send the first invoice, the other invoices in the payment schedule will be created at the same time, and can then be manually sent from the Invoices tab as needed.
- When separating your instalments across multiple invoices, each instalment invoice will receive the next invoice number in line with your invoice numbering sequence. Each invoice will also show an appropriate project identifier (e.g. Project 1/2, Project 2/2).
- If you’ve added a down payment to your invoice, it is necessary to ensure that the down payment amount is set as the first instalment in the schedule. The down payment and remainder due will now be visible on the invoice after the Total amount due.
- Invoices with payment schedules enabled cannot be copied as new.
- You can only create a credit note if you payment schedule is set up on a single invoice only.
- When separating instalments across multiple invoices, you cannot edit the individual invoices. However, payment schedules on single invoices only, can be edited.
- The issue date will be the same for all invoices, even if the due dates are different.
- If your client wants to pay single instalments using online payments, the instalments will need to be split across multiple invoices, rather then on one invoice only.