Recurring Invoices

Aqarjia can automatically generate invoices based on lease billing schedules, eliminating the need to manually create invoices each billing cycle.

How It Works

When a lease is configured with a billing frequency (Monthly, Quarterly, Yearly, etc.), the system uses the lease start date as an anchor to calculate when invoices should be generated.

The process:

  1. The system checks active leases and their billing schedules.
  2. For each lease where an invoice is due, a new invoice is created with:
    • The correct billing period.
    • Line items matching the lease's rent amount and billing type.
    • A due date based on the billing cycle.
  3. The generated invoice appears in the invoice list with a Pending status.

Configuration

Recurring invoice settings are part of the lease configuration:

  • Billing Frequency -- How often invoices are generated (Monthly, Quarterly, etc.).
  • Rent Amount -- The base amount per billing period.
  • Start Date -- The anchor date from which billing cycles are calculated.

The billing frequency determines the invoice schedule. A monthly lease starting on the 1st generates invoices on the 1st of each month.

Preview

Before invoices are generated, you can preview what will be created. This shows:

  • Which leases have upcoming invoices.
  • The amounts and due dates.
  • Any leases that might be misconfigured.

Generated Invoice Details

Each auto-generated invoice includes:

  • Reference Number -- Auto-assigned (e.g., INV-042).
  • Billing Period -- The period covered (e.g., "March 2026").
  • Line Items -- Rent and any recurring charges.
  • Due Date -- Calculated from the billing cycle.

Manual Adjustments

After an invoice is generated, you can:

  • Add additional line items (utilities, service charges).
  • Adjust amounts if needed.
  • Cancel the invoice if it was generated in error.

Best Practices

  • Set up billing frequencies during lease creation to avoid missing invoice cycles.
  • Review the preview before batch generation to catch any issues.
  • Use consistent start dates (e.g., 1st of the month) to simplify billing cycles.
  • Add one-off charges as additional line items on the generated invoice rather than creating separate manual invoices.