Invoice scheduling per relation: set up, viewing and modification

With invoice scheduling, AdminPulse automatically creates invoice proposals based on a linked invoice schedule. You then only need to review, number and send the proposals.

In this article, you will learn:

• what an invoice schedule and invoice scheduling are;
• how the different schedule types work;
• how to link an invoice schedule and configure invoice scheduling for a specific relation and assignment;
• how to determine whether registrations outside a fixed amount or advance are included with it or placed on a separate invoice for each invoice scheduling;
• the difference between Invoice scheduling settings and Invoicing configuration - [assignment];
• what you can do with the icons next to each invoice scheduling.

👉 The Invoice scheduling section is only available for relations of the type Client. It does not appear in the relation file for a prospect or another relation type.

💡 Do you want to create or edit invoice schedules via Settings > Invoice schedules? Read Creating and managing invoice schedules.

Core concepts of invoice scheduling

What are an invoice schedule and invoice scheduling?

An invoice schedule forms the basis of automated invoicing in AdminPulse. You use it to define:

• when you invoice, for example monthly, quarterly or annually;
• how you invoice: registration-based, with a fixed amount or with advances and a settlement;
• which registrations AdminPulse includes on registration-based invoices and settlement invoices;
• which text appears on the invoice.

Invoice scheduling is the application of an invoice schedule to a specific relation and, where applicable, a specific assignment.

You can use the same invoice schedule for several relations. Its general behavior remains the same, while you can still adjust specific settings for each invoice scheduling.

Invoice schedule types and how they work

Type	What exactly is invoiced?
Registration-based	AdminPulse invoices all registrations up to and including the selected registration date. If there are no registrations up to that date, AdminPulse does not create an invoice proposal.
Fixed amount	A fixed amount per period, regardless of the registrations. You decide which items are included in or excluded from the fixed amount. Depending on the invoice scheduling, AdminPulse invoices registrations outside the fixed amount with the fixed amount or on a separate invoice.
Advance/Settlement	AdminPulse first creates one or more advance invoices. A settlement invoice then includes all registrations minus the advances already invoiced. Depending on the invoice scheduling, registrations outside the advance appear with the settlement, with the advance or on a separate invoice.

👉 Important distinction: if you want to charge a product or cost periodically, such as a monthly license or subscription, do not use invoice scheduling. Instead, use a planned registration of the type product or cost.

The planned registration automatically creates the product or cost at the configured frequency. You can configure planned registrations per relation or in bulk for several relations.

In short

• An invoice schedule is a reusable template that determines how, when and what AdminPulse invoices.
• Invoice scheduling applies an invoice schedule to a specific relation and assignment. AdminPulse automatically creates invoice proposals based on it.
• The available schedule types are Registration-based, Fixed amount and Advance/Settlement.
• For a fixed amount or advance, you determine where registrations outside the fixed amount or advance are invoiced for each invoice scheduling.
• Configure recurring products or costs as planned registrations, not through invoice scheduling.

Practical example

Suppose you create a Registration-based invoice schedule called Monthly services. This schedule ensures that:

• an invoice proposal is created automatically on the first day of each month;
• all registrations up to and including the last day of the previous month are included;
• the configured Invoice text is added.

You link this schedule to Clients A, B and C. AdminPulse automatically creates a separate invoice proposal for each client on the first day of the month, based on the same invoice schedule. Each client retains their own registrations and invoicing settings.

Set up invoice scheduling per relation

To set up invoice scheduling, link an invoice schedule to the default assignment or another assignment in the relation file, then complete the settings for that specific scheduling.

👉 The Assignments feature is available on request. Do you want to work with multiple assignments per relation? Read Managing multiple assignments per relation and contact Support to have the feature activated.

1. Open the client's relation file.
2. Go to Invoicing > Invoice scheduling.
3. By default, each relation has an empty scheduling row for the default assignment. In the Invoice schedule column, click No invoice schedule to assign a schedule. If a schedule is already linked, click its name to open and edit the settings for this invoice scheduling.
   
4. The Invoice scheduling settings window opens. Select or change the invoice schedule and complete the settings for this specific invoice scheduling.
   
5. Complete Start planning. If necessary, also complete Planning ends on, General ledger account and General ledger account for costs.
6. If you use a fixed amount or advances and a settlement, complete Amount. This field is mandatory: enter an amount of at least 1.
7. Under Invoice registrations not in fixed amount/advance, decide where those registrations should appear. For a fixed amount, select With the fixed amount or On a separate invoice. For advances and a settlement, select With the settlement, With the advance or On a separate invoice. With Use the general setting, AdminPulse follows the general setting for your own company.
8. Click Save. AdminPulse creates the scheduling lines immediately. View them using the info icon.

👉 If an invoice proposal created from this invoice scheduling still exists, you cannot change the linked invoice schedule. Finalize or delete the invoice proposal first.

💡 If you use assignments and an assignment already has invoice scheduling, click the plus icon to add a new assignment. Each assignment has its own row. Then link an invoice schedule to the new assignment.

💡 You can set the start date of invoice scheduling up to one year in the past. If an earlier start date was previously configured, you cannot select a date before that earlier date.

AdminPulse only schedules from the start date onwards. Scheduling lines that would fall before that date are moved to the following year.

If you also change the invoice schedule, AdminPulse creates any overdue invoice proposals immediately. If you only change the start date, they appear after the next nightly processing. This allows you to invoice a new client for earlier periods.

Invoice registrations outside a fixed amount or advance separately for one relation

Do you want to place registrations outside a fixed amount or advance on a separate invoice for one relation? Edit the relevant invoice scheduling in the relation file:

1. Open the client's relation file.
2. Go to Invoicing > Invoice scheduling.
3. Find the correct assignment. In the Invoice schedule column, click the name of the linked schedule.
4. In the Invoice scheduling settings window, go to Invoice registrations not in fixed amount/advance.
5. Select On a separate invoice.
6. Click Save.

This choice only applies to the selected invoice scheduling for this relation. If the relation has several assignments, each with its own invoice scheduling, change this setting separately for every relevant assignment.

👉 Use the shield icon to determine which price list items are included in or excluded from a fixed amount or advance. Then use Invoice registrations not in fixed amount/advance to determine where the excluded registrations are invoiced.

Difference between Invoice scheduling settings and Invoicing configuration per assignment

The Invoice scheduling section provides access to two windows with similar names. Each has a different purpose:

Window	What do you use it for?	How do you open it?
Invoice scheduling settings	Configure the invoice schedule, start and end dates, amount, general ledger accounts and invoicing of registrations outside the fixed amount or advance for this invoice scheduling.	In the Invoice schedule column, click the name of the linked schedule or No invoice schedule. You can also open the same window by clicking Amount or Start planning.
Invoicing configuration - [assignment]	Override the invoicing data and sending settings from the relation file for this assignment. These settings include the invoice address, due date, discount, invoice templates, payment method and method for sending the invoice.	Click the gear icon to the left of the invoice scheduling.

View invoice scheduling in the relation file

Under Relation file > Invoicing > Invoice scheduling, you can view the invoice scheduling and related invoicing data for each assignment. The table contains these columns:

• Assignment: the assignment to which the invoice scheduling applies.
• Invoice schedule: the assigned invoice schedule or No invoice schedule.
• Invoice to: the relation that is invoiced if it differs from the relation on which you register.
• Amount: the configured amount for fixed-amount or advance invoicing.
• Budget (amount) and Budget (hours): any budgets for the invoice scheduling.
• Start planning: the start date of the invoice scheduling, followed by the end date if one has been entered.
• Own company: the assigned own company or Use the relation setting.
• Merge with: the assignment with which AdminPulse merges the invoice proposals from this scheduling, or Do not merge.
• Next invoice: the date when AdminPulse creates the next invoice proposal, the amount and the invoice text.

The columns displayed depend on your configuration:

• Assignment and Merge with appear as soon as the relation has more than one assignment.
• Amount appears as soon as at least one invoice scheduling uses a fixed amount or an Advance/Settlement schedule.
• Own company appears if your office uses multiple own companies and the Assignments feature.
• The budget columns only appear if you have the corresponding permissions.

You can edit Budget (amount), Budget (hours), Own company and Merge with directly in the table: click the value and enter the new value.

In the Invoice schedule column, click the name of the linked schedule to open Invoice scheduling settings. You can also open this window by clicking Amount or Start planning.

Changes in Invoice scheduling settings only apply to the selected invoice scheduling. The general invoice schedule under Settings > Invoice schedules remains unchanged.

You cannot edit the assignment or the information under Next invoice directly in Invoice scheduling settings.

Why is an assignment no longer listed?

If you complete Planning ends on, the assignment receives the same end date. Once that date has passed, the assignment becomes inactive.

As soon as an inactive assignment exists, the Show inactive toggle appears at the bottom of the section. Turn it on to display inactive assignments. AdminPulse remembers this choice for each employee. If you turn the toggle off, inactive assignments are also hidden in other relation files.

Icons next to invoice scheduling

To the left of each assignment in the Invoice scheduling section, icons allow you to manage the scheduling and related data. The available icons depend on the assignment and the linked invoice schedule. The cross icon only appears when an invoice schedule is linked. The trash can icon only appears for an additional assignment, not for the default assignment.

👉 Note: if an assignment is invoiced through another relation, the gear, shield, info and cross icons are not available. Manage these settings in the file of the relation being invoiced.

Gear icon – Adjust the invoicing configuration per assignment

Click the gear icon to open Invoicing configuration - [assignment]. Here you can override the default settings under Relation file > Invoicing > Invoice data and settings for this assignment. For example, you can set a different invoice address, PO number, invoice template, discount, payment method or method for sending the invoice.

The assignment's unique identifier appears at the top of the window. It consists of the relation's APR code followed by the assignment's sequence number.

The default assignment always has sequence number -001. Additional assignments automatically receive the next sequence number, such as -002 or -003. You can use this identifier when communicating with external systems.

Shield icon – Manage registrations included in or excluded from a fixed amount or advance

Use the shield icon to define which price list items are included in or excluded from a fixed amount or advance. Without changes, AdminPulse follows the settings under Registration > Price list and, where applicable, under Settings > Assignment templates.

Use the shield icon to override those settings for this relation and assignment. A price list item with a different setting appears in orange. Use the restore icon next to it to reset only that item to the default. Use Default settings at the bottom to reset all items at once.

Info icon – View scheduling lines

Click the info icon to view the scheduling lines for this invoice scheduling. Each scheduling line represents a planned invoice proposal. For each line, you can view:

• Registrations until: the registration date up to which AdminPulse includes registrations;
• Invoice proposal creation date: the date on which AdminPulse creates the invoice proposal;
• Invoicing method (Registration-based, Fixed amount, Advance or Settlement), Amount for a fixed line and Invoice text.

If the invoice scheduling uses a reference year or tasks, the Ref. year and Task columns are added.

You can edit planned invoice proposals directly from this screen:

• Click a date, amount or text to change the value. You can only change the amount on a scheduling line with a fixed amount, meaning a fixed amount or advance.
• Click the trash can icon to delete a future scheduling line. The invoice proposal will not be created.

💡 If you set Registrations until after the Invoice proposal creation date, AdminPulse also moves the creation date. The reverse applies when you change the creation date. If you move a date by more than one month, AdminPulse first asks you to confirm.

Click Show history to view completed scheduling lines. You can then:

• open an invoice proposal using Open;
• open a PDF invoice using the button with the invoice number;
• use the restore icon to run a completed scheduling line again if its invoice was restored or deleted. This icon does not appear on a scheduling line you deleted yourself.

History icon – View the relation's invoicing history

Click the history icon to open the History of invoices. At the top, you can see invoiced amounts grouped by month and year, with the corresponding totals.

At the bottom of the window, you will find the following information and options:

• Use the Assignment list to select one assignment or All. This list appears as soon as the relation has more than one assignment.
• If you select one assignment, AdminPulse also displays its invoicing settings: Last invoice date, Invoicing method, Invoicing schedule, Next schedule date and the fixed amount or advance per period and per year. If you select All, this section is not displayed.
• Invoices and Invoice proposals show the totals. Click an amount to open the corresponding invoices or invoice proposals in a new tab.

Turn on the Show details toggle to display a detailed table for each month. Hours and Amount are each divided into Registered, Billed, Difference and To invoice. The table also includes Costs, Written-off amount, Invoice total, Balance and Cumulative. Use Number of years to choose how many years the table displays. The default is two.

Scales icon – View budgets

Click the scales icon to view the budgets for this invoice scheduling. The overview shows the budget in amount and hours for each year, together with the logged hours and amounts, both as absolute values and percentages. If your office uses capacity planning, a Planned hours column is also displayed.

Use Add budget to add a budget year. Use the trash can icon at the start of a row to delete that year's budget.

Cross icon – Unlink the invoice schedule

The cross icon removes the linked invoice schedule from the invoice scheduling without deleting the assignment. AdminPulse also performs the following actions:

• existing invoice proposals from this scheduling are deleted, and any linked registrations return to Invoicing > Open registrations;
• all planned scheduling lines are removed;
• Amount and Planning ends on are cleared, as is the assignment's end date;
• Start planning is set to the current date;
• advances that have not yet been settled are marked as Never settle.

👉 Note: if you link the same invoice schedule again later, check Start planning. AdminPulse does not retain the previous start date.

Trash can icon – Delete the assignment

The trash can icon deletes the entire assignment. It is not available for the default assignment.

If the assignment still has open registrations, AdminPulse uses the Move registrations? toggle to ask whether you want to move them to the default assignment. You cannot select another assignment.

You cannot delete the assignment in these two cases:

• task schedules are still linked to the assignment. Delete them or link them to another assignment first;
• other relations are invoiced through this assignment. AdminPulse then displays a list of those relations.

Warning icon – Assignments cannot be merged

A red triangle at the end of the icon row indicates that this assignment is set to merge with an assignment belonging to a different own company. Hover over the icon to read the message: Cannot merge with an assignment of another own company. AdminPulse does not merge the invoice proposals from the two assignments.

In the Merge with column, select an assignment belonging to the same own company, or change Own company so that both assignments use the same own company.

Which registrations does AdminPulse include in an invoice proposal?

The Registrations until field in the invoice schedule determines the registration date up to which AdminPulse includes registrations in the invoice proposal.

With an Advance/Settlement invoice schedule, where those registrations appear depends on your selection under Invoice registrations not in fixed amount/advance:

• With the settlement: no registrations appear on the advance invoices. The date then only applies to the settlement;
• With the advance: registrations outside the advance up to and including that date appear on the advance invoice;
• On a separate invoice: those same registrations appear on a separate registration-based invoice.

Do you want to add registrations after the invoice proposal has been created? Go to Invoicing > Open registrations and click Add to invoice proposal, or use a global action. You can also wait for AdminPulse to process the registrations automatically overnight.

For more information about the available settings, read Creating and managing invoice schedules.

💡 Good to read

Read the following articles for more information about invoice schedules, invoice scheduling and the further processing of invoices.

• Learn how to create and manage invoice schedules.
• Do you want to invoice through a different relation from the one on which you register? Read Invoice to: Register under one relation, invoice through another.
• Learn how to review open registrations and add them to invoice proposals.
• Learn how to edit, review and finalize invoice proposals.
• Learn how to manage and track invoices and credit notes.