Automating your invoicing saves you a lot of time and effort. Terms like Invoice schedule and Invoice scheduling may seem a bit abstract at first, but once you start using them, you'll quickly see their advantages.
In this article, you'll learn:
- What an Invoice schedule and Invoice scheduling are
- How the different schedule types work in detail
- How to link, edit, and manage an Invoice schedule for each relation
💡Curious about how to configure Invoice schedules (via Settings > Invoice schedules)? Find out more here: Creating and managing invoice schedules
Why choose automated invoicing?
By linking an Invoice schedule in the relation file and thereby setting up Invoice scheduling for the relation, AdminPulse automatically generates invoice proposals. You only need to review, number, and send them.
Core concepts of Invoice scheduling explained
What are an Invoice schedule and Invoice scheduling?
An Invoice schedule is the foundation of automated invoicing in AdminPulse. You use it to define:
- When you invoice (for example, monthly, quarterly, or annually)
- How you invoice (registration-based, fixed amount, or advance/settlement)
- Which registrations are included on the invoice (for registration-based and settlement invoices)
- Which texts should appear on the invoice
When you link a schedule to a relation, this is called an Invoice scheduling.
You can reuse the same Invoice schedule for multiple relations — convenient, as that means you don’t need to configure the details again each time.
Invoice schedules: types and use cases
| What exactly gets invoiced? | |
|---|---|
| Registration-based | All registrations up to the selected date. Ideal for variable services. |
| Fixed amount | A fixed amount per period, regardless of registrations. Registrations not included in the fixed amount are invoiced separately. You decide which items are included or excluded from the fixed amount. |
| Advance/Settlement | You first send one or more advance invoices. Later, a settlement invoice follows, which includes all performed work minus the already invoiced advances. |
Summary: key takeaways
- Invoice schedule: A template in which you define how, when, and what is invoiced, as well as the invoice text.
- Invoice scheduling: Linking an invoice schedule to a specific relation for automatic invoicing.
- Schedule types: Registration-based, Fixed amount, or Advance/Settlement — these are the different invoicing methods.
- AdminPulse includes a number of predefined invoice schedules for monthly and quarterly billing, which you can freely adjust or replace. More info can be found in this article: Creating and managing invoice schedules
- Once invoice scheduling is set up, AdminPulse automatically generates invoice proposals based on the settings.
Practical example
Imagine you create a registration-based invoice schedule called “Monthly Services.” This schedule ensures that:
- On the 1st of every month, an invoice proposal is automatically generated
- All registrations from the previous month are included (registrations with a registration date up to and including the 31st of the previous month)
- A standard invoice text is added
You link this schedule to Client A, Client B, and Client C. For each of them, AdminPulse automatically creates a separate invoice proposal on the first day of the month, based on the same invoice schedule. Although they all follow the same invoicing pattern, each client retains their own specific data such as amounts, registrations, and other preferences.
Setting up Invoice scheduling per relation
- Open the client's Relation File.
- Go to the section Invoicing > Invoice scheduling.
- By default, each relation has an empty schedule for the default assignment. Click on ‘No invoice schedule’ in the Invoice schedule column to assign one.
- In the dialog that appears, select an invoice schedule, enter a start date, and optionally an end date and, if needed, a custom ledger account.
- For Fixed Amount or Advance/Settlement schedules, enter the amount to be invoiced.
- Click Save. The invoice scheduling is immediately active.
💡 Are you using assignments, and is there already a schedule for one? Simply click the + icon to add a new assignment, and then link an invoice schedule to that assignment.
💡 You can set the start date of invoice scheduling up to one year in the past. AdminPulse will automatically generate all the intermediate invoice proposals — very useful for invoicing new clients for previous periods.
Overview of Invoice scheduling in the relation file
In the overview table under the Invoice scheduling section of each relation file, you’ll see a list of all invoice schedulings configured for that relation. The following information is displayed in columns for each invoice scheduling:
- The assignment (if you are using assignments)
- The assigned invoice schedule
- The invoiced relation (if “Invoice to” is used)
- The entered amount for Fixed amount or Advance invoicing
- Any budgets (amounts & hours)
- The start and end date of the invoice scheduling
- The associated own company if you are using multiple own companies
- The date when the next invoice proposal will be generated
By clicking on an item in the overview table, you can edit all fields, except for the assignment and the date of the next proposal.
What do the action buttons per Invoice scheduling do?
In the Invoice scheduling overview table in the relation file, you will find several action buttons to the left of each Invoice scheduling entry. Below is a list of the available action buttons and what they do:
Settings button 
– adjust invoicing settings
The settings action button opens the Invoicing settings per assignment. By default, AdminPulse uses the invoicing settings from the relation file (section Invoicing › Invoice data and settings). From this menu, you can override them and apply specific preferences for this assignment for this relation – such as a custom layout, address, discount, invoice sending method, and more.
Shield button 
– manage inclusions in fixed amount or advance
The shield action button allows you to define which price list items are included or not included in a fixed amount or advance. If you don’t make changes, AdminPulse will follow the price list settings by default (Registration > Price list). The shield button gives you flexibility to set exceptions per relation.
Info button 
– view scheduling lines
Clicking the info action button opens an overview of all scheduling lines belonging to this specific invoice scheduling. Each line represents a (planned) invoice. In this view, you’ll see per line:
- The invoicing method and invoice text
- The scheduled date when the invoice proposal will be generated
- The registration date up to which registrations are included
You can edit planned invoice proposals directly in this screen:
- Click on the date, amount, or text to modify it
- Click the trash can icon to delete a future scheduling line. The corresponding invoice proposal will not be created.
Click on the 'Show history' button to view already executed scheduling lines. For completed lines, you can:
- Open the invoice proposal using the 'Open' button
- Open the PDF invoice by clicking the invoice number
- Re-execute scheduling lines to restore deleted invoice proposals using the Restore icon
History button 
– view invoicing history for the relation
The history action button shows the invoicing history of the relation (per assignment). You’ll see invoiced amounts and invoicing settings.
Budget button 
– view budgets
Using the budget action button, you can view an overview of the budgets linked to this invoice scheduling. This includes budgets in both amount and hours, as well as the logged hours and amounts (shown in units and percentages).
Delete button 
– delete invoice schedule
The delete action button removes the linked invoice schedule from the invoice scheduling without deleting the assignment itself. Existing invoice proposals will be deleted, and any related registrations will go back to 'Open registrations' (Invoicing > Open registrations).
Trash button 
– delete entire planning
The trash action button deletes the complete assignment. Any open registrations can be reassigned to a different assignment.
Which registrations are included in the invoice?
The ‘Registrations until’ field in the invoice schedule determines the latest registration date up to which entries are included in the invoice proposal. In an Advance/Settlement schedule, this field only applies to the settlement moment — so not to the individual advance invoices.
Want to add more registrations after an invoice proposal has already been created? Go to Invoicing > Open registrations and click 'Add to invoice proposal' or use a global action. Alternatively, you can also wait for the nightly automatic processing.
Want to learn more about how invoice schedules work? Read here: Creating and managing invoice schedules
💡 Good to read
- Want to create and manage invoice schedules? Learn how: Creating and managing invoice schedules
- Want to invoice through a different relation than the one you register on? Check out: Invoice to: Register under one relation, invoice through another
- Curious about open registrations and how to add them to invoice proposals? Overview: Review open registrations and add them to invoice proposals
- Want to efficiently edit, review, and finalize invoice proposals? Overview: Editing, checking, and finalizing invoice proposals
- Want to manage and track invoices and credit notes? Here's how: Overview: Managing and following-up on invoices and creditnotes in the Invoices screen