Manually generating invoices for every client is time-consuming and prone to errors, leading to delays in cash flow and potential revenue leakage. SuperOps’s Invoice Scheduler automates this process, allowing you to set up billing rules that run automatically for all your clients or for specific ones.
This guide will walk you through setting up global invoice schedules, customizing them for individual clients, and configuring automated late fees.
Setting Up a Global Invoice Schedules
A global schedule applies a default set of billing rules to all your clients, saving you from configuring each one individually. Here’s how to create one:
Navigate to Settings > Contract and Billing > Invoice Schedule.
If you don't have any schedules, you'll see a blank page. Click the Create schedule button to get started.
Here, configure the basic details for your schedule:
Name: Give your schedule a clear name (e.g., Hardware & Licenses).
Invoice schedule: Set the frequency, such as daily, weekly, or monthly. You can also specify the exact day for generation (e.g., every 1 week on Monday).
Description: Add a brief note about what this schedule covers.
Starting from: Choose the date when the schedule should become active.
Under Items to Include in Schedule, choose what gets billed. You can either 'Schedule all billable items' or 'Select specific items for this schedule'. To add specific items, select a contract/worklog/service/product type and then choose the items from the dropdown list.
When you’re choosing contract items, you also have the option to decide whether contract overage items should be included in this schedule. For example, you might want to bill the recurring contract fee on the 1st, but move all overages to a separate schedule mid-month. This gives you even more flexibility in how you manage billing.
In the Invoice payment section, select the default Payment terms for invoices generated by this schedule.
Under Automation, you can control additional settings like generating empty invoices if you don’t want to create invoices for clients with no billable items in a cycle.
Once you've configured all the settings, click Save to activate your global invoice schedule.
Managing Schedules at the Client Level
While global schedules are great for standardization, some clients may have unique billing requirements. You can create client-specific schedules that override the global settings.
📝 Note: Any invoice schedule created at the client level will always take precedence over the global schedule.
Navigate to Clients from the main menu and select the client you want to manage.
Go to the Quotes and Invoices tab and click Invoice settings in the left sidebar.
Here, you will see that the client is following the global invoice schedule. To create a custom schedule for this client, you would click the + Schedule button and configure the settings as needed. This new schedule will apply only to this client.
📝 Note: At the client level, you can choose the exact contracts to include in an invoice schedule — a flexibility that isn’t available in global schedules.
Configuring Automated Late Fees
Automate late fee charges on overdue invoices to encourage timely payments, protect cash flow, and save time by removing manual follow-ups.
Client-Specific Late Fees
To apply unique late fee rules for a specific client:
From the client's Invoice settings page, enable the Late fee configure toggle.
Configure the late fee parameters:
Service Item: The line item that will appear on the invoice for the late fee.
Penalty type: Choose between a 'Flat amount' or a 'Percentage of remaining balance'.
Fee amount: Enter the corresponding value for the penalty.
Fee Frequency: Decide how often the fee is applied (e.g., DAILY, MONTHLY).
Grace period: Set the number of days after the due date before the late fee is applied.
Click Save to apply these late fee settings for the client.
Global Late Fees
To set a default late fee policy for all clients:
Navigate to Settings > Contract and Billing > Quote and Invoice settings.
Enable the Late fee configure toggle.
Set the default penalty type, amount, frequency, and grace period. These rules will apply to all clients unless a specific override is configured at the client level.
Click Save to finalize the global settings.
📝 Note:
If a client has any active or inactive invoice schedules, the global invoice settings will not apply. To use global schedules, delete all client-level schedules.
Invoice schedules are executed in the order they were created, and the UI displays them in the same sequence.
To prevent global settings from applying, disable invoice schedules completely at the client level.
When a late fee is applied, the fee amount is added to the billing queue, not directly to the invoice.