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App guides · Recurring Invoices

How to set up recurring invoices in Orbit

A recurring invoice is a template and schedule, not a bill. It saves you from retyping the same invoice for retainers or subscriptions. You set the customer, lines and frequency, and Orbit generates real invoices on schedule. Each generated invoice posts to your accounts only when automatic posting is on; otherwise you add its debtor entry yourself.

Checked against Orbit Finance · 6 November 2026

What is a recurring invoice for?

It is a template plus a schedule for repeat billing, such as rent or service contracts. It holds the customer and lines but is not an invoice itself. Nothing exists until the schedule generates an invoice, so the template alone bills nobody.

How do I set up a recurring invoice?

  1. Press New recurring invoice.
  2. Pick the Customer and give it a Label such as Monthly retainer.
  3. Set the Frequency and Every, which is how many periods apart.
  4. Set the Start date, which dates the first invoice.
  5. Set Terms and an End date if the arrangement stops on a known day.
  6. Add the Line items with Description, quantity and unit price.
  7. Press Save to create the template.

How does the schedule generate invoices?

  1. Watch the Next on column to see when the next invoice is due.
  2. Generation runs when you open Orbit, hourly while open, or via Generate due now.
  3. Catch-up runs when you open Orbit after a break, producing missed invoices with their own dates.
  4. Press Generate due now to create invoices immediately.
  5. Check the new documents in Invoices.
  6. Open the invoice and add the matching debtor entry only if its status says Not posted to Sales; otherwise the sale is duplicated.

How do I bill one early?

  1. Find the row and press the Generate an invoice now action.
  2. The invoice is created straight away and dated today.
  3. Next on moves forward by one period, pulling the schedule forward.
  4. Check the posting status and add a manual debtor entry only if not posted.

How do I pause, edit or delete a template?

  1. Press Pause to stop generation without losing the template.
  2. Press Resume to start it again.
  3. Click the row or press Edit to change details for future invoices.
  4. Press Delete to remove the template, keeping already generated invoices.

How do I send generated invoices?

  1. Open the Automation screen and find the approval for raised recurring invoices.
  2. Approve it to send the batch via WhatsApp or email.
  3. Customers with no contact details are skipped and counted.
  4. Tick Attach a payment link on the template to create links with each invoice.

What this does to your books

Saving a template posts nothing. A generated invoice is an ordinary invoice: it posts Dr Trade Debtors (1100) / Cr Sales (4000) when it saves with automatic posting on, or when you add its manual debtor entry (practice companies default to manual). Check the invoice says Not posted to Sales before adding a manual entry, or the sale is counted twice.
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Questions, answered

Does saving a recurring invoice bill the customer?

No. Saving a template posts nothing anywhere. It writes a schedule, not a sale. No customer owes you a ringgit until the schedule generates an actual invoice.

What happens if I close Orbit for a while?

The catch-up runs when you open it. It produces every missed invoice, each dated its own scheduled date rather than all dated today. A closed laptop delays invoices but never loses them.

How do I stop a recurring invoice from billing?

Press Pause to stop the schedule generating without losing it. The row goes grey and Status reads Paused. Use Delete only if you set up the template by mistake.