Invoice Schedules is where recurring dues and fees are configured. Each schedule defines a charge — either a one-time invoice (Frequency: Once) or a recurring one (Monthly / Annually) — applied across a set of properties.
How to Get There
- Go to Balances > Invoice Schedules.
What You'll See
A list of existing schedules with the columns Name, Properties, Amount, Frequency, Late Invoices, Charge Status, Modified (shown on wider screens), and Actions. Search by Name, Property Title, Lot Number, or Address. The Filter panel narrows the list by Name, Property Title, Property Address, Lot Number, Modified Date, Scheduled Amount, Status (Active, Inactive), and Frequency (Once, Monthly, Annually). Click Apply to run the filter, or Reset to clear it.
Click Sort to change the order of the list. The menu lists Name, Property Count, Scheduled Amount, Frequency, Last Modified, and Status, each with an Ascending and a Descending choice.
Monthly and Annually schedules also have an optional End Date field (alongside Issuance Date and Due Date) on the create form. Set it to have the recurring charge automatically stop generating new invoices after that date. A Once schedule doesn't have this field, since it only ever fires a single round of invoices.
Actions on a Schedule Row
- Summary — opens the schedule's Summary page with its totals, an Invoices tab listing every invoice the schedule has generated, and an Audit Log tab. See How Do I View an Invoice Schedule's Summary?
- Edit — change the schedule's fields (name, amount, dates, and properties). Once the schedule has issued an invoice, the Late Fees section is locked. Click Edit Properties to change which properties are charged; this clears the current property selection, so you select every property again..
- Download Invoice Data — export the invoices generated from this schedule.
- Deactivate, Reactivate, and Delete — to stop a schedule from generating invoices, restart an Inactive schedule, or stop a schedule from ever billing again, see the articles linked below the Actions list.
The bulk List Actions button includes Create Invoice Schedule and Download Filtered Invoice Data. To create a schedule, see Create a One-Time Invoice. To see how many invoices a schedule creates, see How Invoice Schedules Generate One Invoice Per Property.
Download Filtered Invoice Data is available once at least one schedule is checked. It downloads a CSV of the invoices created by the checked schedules. Check the box in the table's header row to include every schedule in the list.
Good to Know
- Both Issuance Date and Due Date are required when creating a new schedule, and must be today or later — the form rejects past dates with "Issuance date cannot be in the past" / "Due date cannot be in the past." There's no way to backdate a schedule to instantly generate an already-overdue invoice; invoices only age into Late/Past Due naturally as real time passes their due date.
- If the organization hasn't connected Stripe yet, Invoice Schedules shows a warning that online payments can't be accepted until Stripe is set up (see "How Do I Connect an Organization to Stripe?").