How Do I View and Manage Invoice Schedules?

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

1. Go to Balances > Invoice Schedules.

What You'll See

A list of existing schedules with: Name, Properties covered, Amount, Frequency, Late Invoices, Charge Status, and Modified date. Search by Name, Property Title, Lot Number, or Address. The Filter panel also supports filtering by Modified Date, Scheduled Amount, Status (Active, Inactive), and Frequency (Once, Monthly, Annually).

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 — view the schedule's details, including its Open/Paid/Late invoice totals and a list of the individual invoices it has generated.
• Edit — change the schedule's fields (name, amount, dates, properties, etc.).
• Download Invoice Data — export the invoices generated from this schedule.
• Deactivate (Active schedules only) — stops the schedule from generating any further invoices, without touching what it has already billed. A confirmation dialog reads: "Are you sure? Deactivated Invoice Schedules will not generate invoices. Invoices already generated by the Invoice Schedule remain payable by Members. Late Fees will continue to be applied to invoices already generated." Its Charge Status flips to Inactive.
• Reactivate (Inactive schedules only) — replaces Deactivate once a schedule is Inactive. Opens a "Reactivate Invoice Schedule" modal asking for a new Issued Date and Due Date, with an optional "Set an End Date" checkbox. Submitting shows "Invoice schedule reactivated successfully" and flips Charge Status back to Active.
• Delete — permanently removes the schedule itself.

Deactivating vs. Deleting a Schedule

Deactivate is the safer choice when a schedule already has real invoices tied to it — for example, a special assessment that has run its course, or a recurring charge the board wants to pause. It stops future billing but leaves everything the schedule already generated untouched: those invoices stay payable and still accrue any configured late fees.

Once a schedule is Inactive, its row shows Reactivate in place of Deactivate.

Deleting a schedule stops it from generating any future invoices; invoices it already created stay on the Invoice Dashboard. The confirmation dialog includes a "Void Open and Late invoices that have been created by this Invoice Schedule" checkbox (unchecked by default), a "Send email notifications" checkbox (only enabled if the void checkbox is checked), and an optional Notes field.

Note: Delete can show as greyed out/unavailable on some schedules — for example, one still tied to invoices in certain states could not be deleted in testing. If Delete is disabled on a schedule you need to stop, use Deactivate instead; it's always available on an Active schedule regardless of what it has already billed.

The bulk Actions button includes Create Invoice Schedule and Download Filtered Invoice Data.

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?").