Recurring invoices is a Gem that can be enabled from the Holded Store. Learn more about this functionality in our article.
How to get there
- Access Sales from the toolbar
- Select Invoice
- Click on the Recurring invoices tab
From the list of your recurring invoices, you can consult all the documents that you have previously created or imported, as well as perform multiple additional actions.
Do not forget that a recurring sales invoice is not yet an invoice: it is a document that can be converted into an invoice in the time frame that you decide.
Managing your list of recurring sales invoices
Customize the view
Holded allows you to customize how to consult the list of your invoices in order to have at your fingertips the data that you need the most.
- Click the two-column icon just below the export button
- Check the boxes of those items that you want to be displayed in the columns of the list, by choosing from:
Those options marked with * are only available if the corresponding gem has been activated from the Holded Store.
| Contact | Name of the contact registered in Holded |
| Interval | How often will your recurring invoices be issued between Daily, Weekly, Biweekly, Monthly, Bimonthly, Quarterly, Biannual, Annually |
| Start | The date when your first recurring invoice will be issued |
| End | The date when your last recurring invoice will be issued |
| Next | The date when your next recurring invoice will be issued |
| Status | The status of your recurring invoice between Pending, Up to date, Finished |
| Description | The concept in the first line of the invoice |
| Tags | Labels of your documents |
| Channel | The accounting account linked to the invoices |
| Projects | The projects associated to the invoices |
| Subtotal | The tax base (quantity x price without taxes) |
| IVA | Total amount of taxes |
| Retention | Total amount of withholdings |
| Employees | The data in this field is not available for the list of recurring invoices |
| Rec. de eq | Equivalence surcharge |
| Total | Total amount of the invoice, taxes included |
| Auto | To view those recurring invoices with the automatic creation and sending activated |
| GoCardless * | Select this option to display a new column in the list where you will be able to see whether or not direct debit collection via GoCardless has been enabled for your recurring invoices |
It is not possible to change the order of the columns, however, you can organize the information in ascending and descending order.
Filter and segment
You can narrow your searches using the available segments and filters.
Use default segments
- Go to the drop-down menu on the upper left side
- Select the segment you want to visualize, by choosing from:
| All | All recurring invoices are displayed |
| Today conversions | Only the recurring invoices that are going to convert on today's date are displayed |
| Next 5 days | Only the recurring invoices that are going to convert in the next 5 days are displayed |
| Next 30 days | Only the recurring invoices that are going to convert in the next 30 days are displayed |
| Pending | Only those recurring still pending to be converted into an invoice are displayed (with an issue date prior to today) |
| In progress | Only those recurring invoices that have not yet been completed are displayed (end date after today) |
| Completed |
Only those recurring invoices that will not be converted any more are displayed (with an end date before today) |
| Manual | Only those recurring invoices that do not have automatic creation and dispatch enabled are displayed |
| Auto recurring | Only those recurring invoices that have automatic creation and sending enabled are displayed |
Use predefined filters
- Click on + Filter
- Select one or more of the available filters:
Those options marked with * are only available if the corresponding gem has been activated from the Holded Store.
| Status | The states correspond to the majority of segments: Today conversions, Next 5 days, Next 10 days, Next 30 days, Pending, In progress, Finished |
| Interval |
How often will your recurring invoices be issued between Daily, Weekly, Biweekly, Monthly, Bimonthly, Quarterly, Biannual, Annually |
| Conversion | To filter between recurring invoices with Manual or Auto Recurring conversion |
| Sales channel | To filter those recurring invoices that are assigned to specific sales channel accounts |
| Subtotal | To see those invoices whose amount is Equal to, Greater than, or Less than a specific amount |
| GoCardless * | You can choose between Configured and Not configured to see which invoices in the list are enabled for charging via GoCardless |
Save custom filter combinations as segments
- Make your filter selection
- Click Save segment
- Name your new segment
- Hit OK
The new segment will be accessible from the drop-down menu
You can also use the search bar to query by keywords, or use the time selector to limit the results to a defined time range.
Execute actions in bulk
- Select multiple invoices from the list by checking the boxes on the left
- Choose the action in bulk to perform from the bottom bar
| Dropbox |
In case you have integrated Dropbox, your recurring invoices will be uploaded to the indicated folder |
| G Drive |
In case you have integrated Google Drive, your recurring invoices will be uploaded to the indicated folder |
| Sales Channel |
It will allow you to change the sales channel of several invoices at the same time |
| Delete | Invoices will be deleted and will not appear in the list |
By clicking on the View pending button on the top right of your screen, not only you will be able to check which are the recurring invoices that have not yet been converted, you will also be able to delete or convert multiple recurring invoicing at the same time.