Recurring Templates

Recurring Templates

Overview

Recurring Templates in CustomBooks™ allow you to automate the creation of documents that occur on a regular schedule. A recurring template is based on an existing document and can be configured to automatically generate a new document, remind you when it is time to create one, or save the document as a template for future use.

Recurring Templates can help reduce repetitive data entry, save time, and maintain consistency when managing recurring transactions.

Recurring Templates are available for the following document types:
  1. Sales Orders
  2. Sales Invoices
  3. Purchase Orders
  4. Bills
  5. Journal Entries



Setting Up Recurring Templates

1. Recurring Template Actions

When creating a Recurring Template, you can select the action that CustomBooks™ should perform when the scheduled date occurs.

Generate

The Generate action automatically creates a new document based on the recurring template at the specified interval.

Depending on the available options, you can configure the system to:
    1. Generate a draft copy of the document.
    2. Generate and post the document.
    3. Generate the document and send it by email.
    4. Generate the document a specified number of days in advance.

Remind

The Remind action notifies you when it is time to create a new document based on the recurring template. Notifications appear in the Notifications area in the top-right corner of CustomBooks™.
This option is useful when you want to be reminded to create the transaction but still want to review or enter the document manually.

Save

The Save action saves the document as a template for future use. This allows you to reuse the document information without having to recreate it from scratch.



2. Recurring Template Intervals

You can specify how frequently the recurring template should be used. Available intervals include:
  1. Daily
  2. Weekly
  3. Monthly
  4. Yearly
Additional scheduling options may be available depending on the selected interval.



3. Recurring Template Date Range

Use the Range settings to determine when the recurring schedule should begin and end.

You can specify:
  1. Start Date – The date when the recurring template begins.
  2. End Date – The date when the recurring template stops.
  3. Number of Executions – Optionally specify how many times the recurring template should run.
  4. No End Date – Allow the recurring template to continue without a specified stop date.


Creating a Recurring Template

Recurring Templates can be created either from the Recurring Templates List or directly from the document that you want to make recurring.

1. Create from the Recurring Templates List

  1. Go to Lists → Recurring Templates.
  2. Click Create → New.
  3. In the Recurring Template Create window, click the three (3) dots on the Recurring document field and select the type of document you want to make recurring.
  4. On the popup document list, choose the document that will be recurring.
  5. Select the Action:
    1. Generate a draft
    2. Generate and post
    3. Remind
    4. Save
  6. Select the Interval. Choose from Daily, Weekly, Monthly, or Yearly.
  7. Configure the additional scheduling options for the selected interval.
  8. Select Range and specify the start and end dates for the recurrence. You can also specify a number of executions or choose not to set an end date.
  9. Review the Execution Script to confirm that the recurring action and schedule are correct.
  10. Click Save and Close.



2. Create from an Individual Document

You can also create a Recurring Template directly from an existing document.
  1. Open the document you want to use as the recurring template. For example, open a Sales Invoice.
  2. Click the Show dropdown button → select Recurring Templates.
  3. Click Create → New.
  4. Select the Action:
    1. Generate a draft
    2. Generate and post
    3. Remind
    4. Save
  5. Select the Interval. Choose from Daily, Weekly, Monthly, or Yearly.
  6. Configure the additional scheduling options for the selected interval.
  7. Select Range and specify the start and end dates for the recurrence. You can also specify a number of executions or choose not to set an end date.
  8. Review the Execution Script to confirm that the recurring action and schedule are correct.
  9. Click Save and Close.


Editing a Recurring Template

To edit an existing Recurring Template:
  1. Go to Lists → Recurring Templates.
  2. Locate the recurring template you want to modify.
  3. Open the template and make the necessary changes.
  4. Save the changes.

When to Use Recurring Templates

Recurring Templates are useful for transactions that occur regularly and follow the same general structure, such as:
  1. Recurring customer invoices
  2. Regular bills
  3. Subscription-related charges
  4. Recurring journal entries
  5. Regular sales or purchase orders
By setting up the recurring transaction once, you can reduce repetitive data entry and ensure that recurring transactions are handled consistently.

For a quick overview of the process and guided steps, please watch the video below.





If you need any further help or assistance, don't hesitate to reach out to our support team. You can contact us via live chat, email, or by submitting a support request ticket through our Help and Support page.

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