How to Create and Edit a Scheduled One-Time Invoice

Scheduling invoices is beneficial and gives firms more flexibility to send payment requests at a later date, but creates them today. It offers peace of mind to do the upfront work and have an invoice ready in drafts, while also preventing your client from seeing or paying it until the scheduled invoice date.

To get started, toggle the setting "on" (green) located in your Firm Settings, Invoice, Invoice Date. When the setting is enabled, advisors can set a future Invoice Date to schedule when invoices are delivered to clients. Until the Invoice Date, clients cannot view, access, or pay the invoice. This allows advisors to prepare invoices in advance while controlling the exact delivery timing."

To receive notifications, be sure to adjust your settings for this as well, located in your Account Settings, Emails and Notifications, Advisor Notifications for the Scheduled Invoices (published and a reminder).

Creating a Scheduled One-Time Invoice

Follow the steps below to create a scheduled one-time invoice.

1. Navigate to Invoices and click Create New (add client), or start on your Client's profile located in the left sidebar under Accounts > Clients.
2. Click your client's name, then click Create New at the top right corner.
3. Add a document if needed or applicable. If a document is attached and sent via email, the client can sign and then pay as long as the Invoice Date is met.
4. Click Attach Invoice.
5. The next page should default to One-Time Invoice.
6. When selecting an Invoice date and Due Date, these differ in that the former is when the invoice is created and available, and the latter is the actual  Due Date you want the invoice to be paid by your client. Note that the Due Date must be today or a future date, and it cannot be before the Invoice Date.

7. Complete the Invoice information (notes if applicable)  and click Continue.
8. Lastly, review the information and click Finish to select either "Publish without Sending Email" to create the scheduled invoice without sending an email or "Send via email through AdvicePay," which will send an email on the specified Invoice date (with the optional message available). Note that when not publishing, it will not send an email. Client email notifications will still send for upcoming invoices, and others turned "on".

How to Edit a Scheduled One-time Invoice

1. To edit a One-time invoice that is scheduled for a future date, go to the invoice on the client's profile page under their Invoice tab, or in the left side bar under Transactions, Invoices. The invoice status will show as Upcoming (MM/DD/YYYY).

2. Locate the invoice, then click Edit Invoice in the drop-down arrow:

3. Next, the pop-up modal will present the invoice information that can be edited.

• When editing a scheduled invoice, the Due date cannot be set before the invoice date, but can be a present date or a future date. The invoice date is the date it will be sent.
• If the Due Date is set for the present day (today), the invoice will move from scheduled to published and will act as a regularly sent invoice. The typical process for when a standard invoice is sent will include emailing clients, allowing them to view and make the payment.
• If you have a document attached, editing the invoice will cause the document to be re-created in your signature provider. Any manual edits to the document will be lost due to this process. Please send the email or a reminder in the next modal after editing the invoice.

4. Once the invoice has been edited, click the Save & Continue button.
5. Click Preview to see the invoice if needed.
6. Lastly Click Finish and choose "Publish without Sending Email" to receive a URL, or click "Send via Email through AdvicePay" to send an email to the client.

If you choose  "Publish without Sending Email," it will not send an email to the client. If a document is attached, it will be available right away, but a reminder will need to be sent for it to go to the client. Subscriptions will be sent on the scheduled Invoice date. This is the modal you'll see:

If you choose  "Send via Email through AdvicePay," it will send an email to your client immediately. If a document is attached, it will be available right away for them to sign. Subscriptions will be sent on the scheduled Invoice date. This is the modal you'll see:

7. Once the option above has been decided, click Save Invoice. The invoice will only be sent on the Invoice date once it is met for the client to be able to see and pay it. Note for documents, those will be sent right away for signatures to be captured unless the option to "Publish without Sending Email" was selected. If you selected that option, you will need to send an email to the client to sign the document when needed.