Recurring Invoices & Multiple Payments in the Accounting Practice Manager — Bill Once, Get Paid on Schedule (Patreon)

You can now set up a client’s invoice once and let the Accounting Practice Manager create every recurring invoice for you with a single click.

If you bill the same clients every month or every quarter, you know the routine: open last month’s invoice, copy it, change the date, save it, and do it again for the next client. Then a client pays a deposit, or asks for a payment plan, and the single payment field on the original invoice can’t track it. Meanwhile, figuring out who still owes you money meant scrolling through client after client, and their tax deadlines lived in your head or on a sticky note.

That’s what I set out to fix. Any invoice can now be set to recur monthly or quarterly, with a start date, the next invoice date, and an optional end date. Every time you open the application, it checks for invoices that are due and records them for you. Each invoice now tracks multiple payments, so deposits and payment plans are no longer a problem. The new payment amount defaults to the remaining balance, and once the balance hits zero, the status switches to Paid and the paid date fills in on its own. I also added customizable tax on invoices. Turn it on in the admin, call it Sales Tax, GST, VAT, or whatever your clients expect, set the rate, and it flows straight onto every invoice.

My favorite combination is the new Open Balance client segment together with the Statement of Account template. One click filters down to only the clients who owe you, and one more click emails each of them their statement. What used to be an afternoon of follow-ups is now done before your coffee gets cold. On top of that, you can add every client’s tax filing deadline to the schedule in one click, with weekends and holidays skipped. It’s all driven by deadline rules you control, so in the demo it dropped 36 filing deadlines onto the calendar at once. The dashboard now has a receivables aging chart that shows what’s owed at 30, 60, and 90 days, and every table header in the app now sorts with a single click.

Paul asked on YouTube how the schedule filtering works across the day, week, and month views, so I opened the hidden columns and walked through it. I show the advanced filter criteria, how the admin checkboxes switch item types on and off, and the “ZZ hidden ZZ” trick that keeps unwanted types off the calendar. Once you see it, you can use the same approach in your own projects.

Start with the recurring invoice and multiple payments walkthrough, then download the updated file and try the Open Balance statement send on your own client list. This is what your membership is meant to be: you tell me what would make a tool more useful, and I go back and build it in.

📥Your updated training and the revised Accounting Practice Manager file are below. Jump in and see how much time it gives back to you.