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Sales · Recurring billing
Bill the retainer every month. Exactly once a month.
Set up a schedule once — customer, lines, cadence, start and end — and AWRA raises the invoice on every period, as a draft for review or issued and emailed on its own. Downtime is caught up, a pause is honoured, and a failure waits to be retried rather than quietly skipping a month.
Invoice · raised by scheduleIssued & emailed
ScheduleManaged IT retainer
CustomerSavanna Clinics
Period · invoice date31 Mar 2026
Due14 Apr 2026
TotalKES 114,260.00
Monthly · started 31 Jan 2026 · every date counted from the start, never from the last runDaily run
Period 131 JanRaised
Period 228 FebRaised
Short month: the last day
Period 331 MarFailed → retried
Raised next morning, still dated 31 Mar
Period 430 AprRaised
Period 531 MayPaused · skipped
Not billed late on resume
Period 630 JunRaised
Period 731 JulRaised
Back on the 31st
Period 831 AugNext run
1 per periodone invoice per schedule per period, ever — however often the run fires
12 periodsmissed periods caught up per schedule per run, each dated to its own period
4 cadencesweekly, monthly, quarterly and annually, with an optional end date
Every runlogged with the invoice it raised, or the reason it failed
Why a schedule, not a reminder
The invoice nobody remembered to send is the one that never gets paid.
Recurring revenue is the easiest money a business earns and the easiest to lose track of. The retainer is invoiced on the 3rd one month and the 12th the next. Someone is on leave in April and April is never billed. A copied invoice carries last year’s price. None of it is dramatic; all of it is cash you were owed.
A recurring invoice in AWRA is a schedule that raises real invoices — the same invoices your team types, with the same numbering, tax, credit check and eTIMS filing — on dates counted from the day the contract started. You decide once whether each one waits as a draft for a person to look at, or goes straight to the customer.
Retainers
A monthly support, audit or advisory fee, billed on the contract’s day.
Rent and service charge
Quarterly rent and a monthly service charge, each on its own schedule.
Subscriptions
Hosting, licences and storage, priced from the customer’s list each time.
Standing supply
A weekly delivery of the same goods from a chosen warehouse.
Dates that do not drift
A contract that starts on the 31st is billed on the 31st.
Most tools work out the next date from the last one, so a single short month pulls every invoice after it forward for good. AWRA counts every period from the start date instead.
Chained from the last run
February cuts the date to the 28th, and it never recovers31Jan
28Feb
28Mar
28Apr
28May
Counted from the start — how AWRA does it
Each period is the start date plus whole months, held to the month’s last day31Jan
28Feb
31Mar
30Apr
31May
The same rule holds for every cadence: weekly is the start date plus whole weeks, quarterly plus whole quarters, and an annual contract that starts on 29 February is billed on 28 February in the years between. Each invoice is dated to its period — not to the day the run happened to process it.
Three ways out of the door
Review every one, or let the schedule finish the job.
Mode 1
Draft for review
The invoice is raised as a draft and waits in your invoice list. A person checks it and issues it — the right setting for usage that varies or for a contract still settling down.
Issue automaticallyEmail automatically
Mode 2
Issued automatically
The invoice is issued the moment it is raised. Issue is the filing point, so where eTIMS is switched on it files then, exactly as a typed invoice would; an invoice with no stock lines books its revenue at the same moment.
Issue automaticallyEmail automatically
Mode 3
Issued and emailed
Issued, then emailed to the customer’s address on file with the invoice PDF attached and the due date in the message. Emailing is only offered with automatic issue — a draft is not final, so it is never sent.
Issue automaticallyEmail automatically
A credit limit still applies to a schedule. The invoice is built by the same code as a typed one, so if it would take the customer past their credit limit it is created on credit hold — and an invoice on hold is neither issued nor emailed until someone releases it.
What happens every morning
The daily run, step by step.
One scheduled job a day finds every active schedule that is due and works through its periods in order. Pressing “Raise now” on a schedule runs the same steps for its next period.
Find what is due
Every active schedule whose next date is today or earlier. Paused and ended schedules are left alone.
Check the end date
If the next period falls after the schedule’s end date, the schedule is marked ended and nothing more is raised from it.
Claim the period
A record for this schedule and this period is written in the same transaction as the invoice. A period can hold only one, so two runs at once, or a re-run after a crash, cannot produce a second invoice for it.
Build the invoice
Dated to the period, due the chosen number of days later, from the schedule’s lines. A line with a fixed price keeps it; a line left blank is priced from the customer’s price list as it stands that day. Tax is worked out on the day from your settings and each item’s treatment, and the credit check runs.
Move the schedule on
The last-run date is recorded and the next date is counted from the start date. If the scheduler was down for three months, the run raises all three, each with its own date — up to twelve per schedule per run.
Issue and send — after the invoice is safe
Issuing and emailing happen outside the transaction, so a mail-server hiccup cannot undo an invoice that has already been numbered and recorded.
If anything goes wrong
The period is recorded as failed with the error, the schedule does not move, and the next daily run tries the same period again. Later periods wait behind it, so they are still raised in order — a month is never skipped silently.
Two kinds of gap in the calendar
A pause is a decision. Downtime is an accident. They are handled differently.
You paused the schedule
Paused in May, resumed on 10 JuneFeb
Mar
Apr
May
Jun
Jul
Periods that fall inside a pause are skipped, not billed. On resume, the schedule picks up at its next date from today — here, 30 June — and May is never invoiced. A client who stopped the service for a month is not sent a catch-up bill.
The scheduler was down
No run for three days around 31 MayFeb
Mar
Apr
May
Jun
Jul
The schedule was active, so the customer owes May. The first run after recovery raises it, dated 31 May with its due date counted from then — the books show it in the right month, not the week it was processed.
Run history · Managed IT retainerAfter the 31 Aug run · the last 50 runs, on the schedule’s own page
| Period | Result | Invoice | Total |
|---|---|---|---|
| 31 Aug 2026 | Failed Lost connection to the database during the run — retried on the next daily run. | — | — |
| 31 Jul 2026 | Raised | INV-2334 | 115,304.00 |
| 30 Jun 2026 | Raised | INV-2291 | 114,260.00 |
| 30 Apr 2026 | Raised | INV-2207 | 114,260.00 |
| 31 Mar 2026 | Raised | INV-2163 | 114,260.00 |
| 28 Feb 2026 | Raised | INV-2118 | 114,260.00 |
Worked example
One schedule, two price-list years.
An IT provider bills a clinic group a fixed retainer plus cloud backup by the terabyte. The retainer price is typed on the schedule; the backup line is left blank so it follows the clinic’s price list. Figures in KES, VAT at 16%, due in 14 days.
31 March 2026 — Healthcare list at KES 4,500 a terabyte
Invoice dated 31 Mar, due 14 Apr| Line | Qty | Unit | Net |
|---|---|---|---|
| Managed IT retainer Fixed | 1 | 85,000.00 | 85,000.00 |
| Cloud backup, per TB From list | 3 | 4,500.00 | 13,500.00 |
Net98,500.00
VAT 16%15,760.00
Total114,260.00
31 July 2026 — the list moved to KES 4,800 on 1 July
Nobody edited the schedule| Line | Qty | Unit | Net |
|---|---|---|---|
| Managed IT retainer Fixed | 1 | 85,000.00 | 85,000.00 |
| Cloud backup, per TB From list | 3 | 4,800.00 | 14,400.00 |
Net99,400.00
VAT 16%15,904.00
Total115,304.00
The fixed retainer did not move; the blank line followed the list. Invoices raised before 1 July keep the price they were raised at — a schedule changes what comes next, never what has already gone out.
What the schedule carries
Decided once at setup, or worked out on each invoice date.
| On the invoice | Comes from | When it is decided |
|---|---|---|
| Customer | The schedule — one customer per schedule. | At setup |
| Lines | A stock item or a typed service description, a quantity and an optional whole-line discount, up to 200 lines. | At setup |
| Unit price | Typed on the line, or left blank to be priced from the customer’s price list. | Typed: at setup Blank: each date |
| Tax | Your tax settings on that day and each item’s own tax treatment. | Each invoice date |
| Invoice date | The period’s date, even when it is raised later. | Each period |
| Due date | The period’s date plus the schedule’s days until due — 14 unless you set 0 to 365. | Each period |
| Invoice number | Your normal invoice sequence, so schedule-raised and typed invoices share one series. | When raised |
| Warehouse and shelf | The schedule, for stock lines. A shelf from another warehouse is refused when you save. | At setup |
| Notes | The schedule’s notes, copied onto every invoice. | At setup |
Editing a schedule changes future invoices only. Until it has raised its first invoice its dates can be moved freely; after that, changing the start date or the cadence recounts the next date from the last one raised.
What you get
Everything a schedule needs, and the guard rails around it.
Raise now
Bill the next period today — for a customer who asks early — dated to its period. The schedule then moves on to the one after.
Pause and resume
Stop billing without losing the setup. Periods inside the pause are skipped, and resuming picks up at the next date from today.
End dates, or end now
A schedule with an end date stops itself after its last period. Ending one by hand is final, and asks for confirmation first.
Real invoices
Built by the same code as a typed invoice: numbering, tax, the credit check, eTIMS at issue and the workflow event when it is created.
Run history
Every period, the invoice it raised, or the error it hit — the last fifty runs on the schedule’s own page.
Price lists that flow through
Leave a price blank and the line is priced from the customer’s list on each invoice date, so a list change reaches the next invoice on its own.
Goods as well as services
Stock lines are raised from a chosen warehouse and shelf, the same as an invoice typed at the counter.
Its own permission
Creating, editing, pausing and raising from a schedule need their own permission; seeing schedules follows invoice access.
On mobile
List, open, create and edit schedules, pause, resume or end them, and raise the next invoice from the mobile app.
What AWRA OpsHub does today
- Weekly, monthly, quarterly and annual schedules with a start date, an optional end date and a days-until-due setting.
- Periods counted from the start date, held to the last day of a short month and returning to the original day afterwards.
- Three delivery modes — draft for review, issued automatically, or issued and emailed with the PDF to the customer’s address on file.
- One invoice per schedule per period, guaranteed by a record written in the same transaction as the invoice.
- Catch-up after downtime, up to twelve periods per schedule per run, each dated to its own period.
- Pauses that skip the periods inside them, and an end that is final.
- Failure recorded with its error, the schedule left where it was and the period retried on the next daily run.
- Lines priced on each invoice date from the customer’s price list when no price is typed.
- The credit check, tax, numbering and eTIMS filing of a typed invoice, because it is built by the same code.
- Raise now, run history on the schedule page, and the whole schedule on the mobile API.
More we can add to your workspace
- An alert to a named person when a period fails, or when an automatic email had no valid address to go to.
- Usage-based lines, taking each period’s quantity from a meter reading, a timesheet or a stock count.
- Proration for a contract that starts, upgrades or ends part-way through a period.
- More intervals — every two months, twice a year, or a fixed day of the month independent of the start date.
- An annual price uplift written into the schedule, such as 5% on each contract anniversary.
- A reminder to the customer a set number of days before an invoice is raised.
- Automatic collection on the due date from a saved card or a mobile-money mandate.
- One schedule for a group of customers, such as every occupant of a building on the same service charge.
Where we point you to a specialist
- We will not bill a paused period late. A pause is a decision to stop billing, and a customer who stopped the service for a month should not receive that month’s invoice when it restarts.
- We will not email a draft. Only an issued invoice is final, so automatic email is only offered with automatic issue.
- We will not move a failed period aside to keep the schedule on time. It is retried until it is raised, so the invoices go out in order and none is lost.
Failure alerts and usage-based lines are the two items in that middle column that most change how far you can trust a schedule to run unattended, and both build on the run history the module already keeps. Tell us what you bill on a cycle today and we will come back with a written spec, a timeline and a price.
Explore next
What surrounds a recurring invoice.
Recurring invoices
Frequently asked questions
What cadences can a recurring invoice run on?
Weekly, monthly, quarterly or annually, from a start date you choose and until an optional end date. Every period is counted from the start date, so a contract that starts on the 31st is billed on the last day of February and then on the 31st again, rather than drifting to the 28th for good.
Are recurring invoices sent automatically?
You choose per schedule. An invoice can be raised as a draft for someone to review and issue, issued automatically, or issued and emailed to the customer’s address on file with the PDF attached. Automatic email is only available with automatic issue, because a draft is not final.
Can a schedule ever produce two invoices for the same period?
No. A record for the schedule and the period is written in the same transaction as the invoice, and a period can hold only one. Two runs at the same moment, or a re-run after a crash, find the period already raised and move on.
What happens if the system was down on a billing date?
The first run afterwards raises the missed periods, up to twelve per schedule per run, and dates each invoice to its own period rather than to the day it was processed — so the books show it in the right month.
What happens to billing while a schedule is paused?
Nothing is raised, and the periods that fall inside the pause are skipped rather than billed late. When you resume, the schedule picks up at its next date from today. Ending a schedule is final; it cannot be restarted.
What if a recurring invoice fails to generate?
The period is recorded as failed with the error message, shown in the run history on the schedule’s page, and the schedule does not move on. The next daily run tries the same period again, and later periods wait behind it so nothing is skipped and the invoices still go out in order.
Do price changes reach recurring invoices?
If you leave a line’s price blank, yes: it is priced from the customer’s price list as it stands on each invoice date, so a list change reaches the next invoice on its own. A price typed on the line stays fixed until you edit the schedule. Invoices already raised never change.
Does a recurring invoice respect the customer’s credit limit?
Yes. It is built by the same code as a typed invoice, so if it would take the customer past their credit limit it is created on credit hold, and an invoice on hold is not issued or emailed until someone releases it. It also gets your normal invoice number, tax and, where eTIMS is switched on, filing at issue.
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