Recurrent invoicing for maintenance contracts

Purpose

1.1. Establish a fully automated system for generating and dispatching recurring invoices for scheduled HVAC duct cleaning maintenance contracts.
1.2. Ensure compliance with contract terms, include custom billing cycles, manage tax, track payments, and provide automated client notifications.
1.3. Integrate with accounting, CRM, and payment processing to control and audit all invoicing steps.
1.4. Enable batch processing, error alerts, and reporting for financial operations and renewal management.

Trigger Conditions

2.1. Calendar-based: Predefined schedule, e.g., monthly or quarterly per contract.
2.2. Event-driven: Upon contract renewal, maintenance completion, or approval from management.
2.3. Client action: Triggered when a customer requests a new cycle or amends contract details.
2.4. System integration: Triggered by updates in ERP, CRM, or payment gateway systems.

Platform Variants

3.1. QuickBooks Online
• API: `CreateInvoice` endpoint for automated invoice generation per contract.
3.2. Xero
• Function: Repeating Invoices API to schedule and send invoices.
3.3. Stripe
• API: Billing Subscriptions — automatic invoice generation and email dispatch.
3.4. FreshBooks
• Endpoint: Automated Recurring Profiles to bill clients per cycle.
3.5. Zoho Invoice
• Setting: “Auto Recurring Invoice” feature configured per contract.
3.6. Intuit Online Payroll
• Setting: Link payroll billing events to auto-invoice clients.
3.7. SAP Business One
• Function: Recurring Transaction Templates tied to maintenance contracts.
3.8. Oracle NetSuite
• SuiteBilling Engine: Automated invoice schedule by contract, using RESTlets.
3.9. Microsoft Dynamics 365
• API: Recurring Billing module schedules and creates invoices.
3.10. Sage Intacct
• Function: Contract Billing automation workflow in Accounts Receivable.
3.11. Wave
• Setting: Automatic Invoice Rules in Recurring Billing.
3.12. Chargebee
• API: Subscription Invoicing with webhook for completion confirmation.
3.13. Square
• Endpoint: Invoices API recurring object for service contracts.
3.14. PayPal Invoicing
• API: Recurring Billing Plan with automatic email dispatch.
3.15. BQE Core
• Setting: Automated Recurring Billing Mode in service contracts.
3.16. Bill.com
• Function: Set up Recurring Payments and Invoices per client profile.
3.17. Odoo
• Scheduled Action: “Recurring Invoice” automation in Accounting module.
3.18. Salesforce
• Feature: Process Builder for “Scheduled Invoices” via Financial Services Cloud.
3.19. Zoho Books
• Workflow: Recurring Invoice Profiles mapped to contract auto-renewal.
3.20. MYOB
• Function: Automatic Billing Profiles for repeating maintenance plans.
3.21. ServiceTitan
• Setting: Maintenance Agreement Billing Automation.

Benefits

4.1. Eliminates manual entry and reduces error risk for HVAC service contracts.
4.2. Guarantees timely payment cycles and improves cash flow predictability.
4.3. Enhances customer service with instant, branded notifications and reminders.
4.4. Integrates financial data with accounting and CRM for unified management.
4.5. Scales easily for growing contract volumes, enabling transparent audit and compliance.