Shop recurring invoice templates save the customer and line details for sales that repeat on a schedule. In Yojika, you review due templates and confirm before a real invoice is created. This guide explains when to use them, what to check before each repeat bill, and how to avoid carrying an old price into a new sale.
When shop recurring invoice templates help
A stationery shop might supply the same office every month. A provision store might deliver a regular weekly order. When the customer, basket and timing are reasonably steady, a saved template can reduce repeated typing.
The schedule is a reminder to check the sale. A customer may cancel, change quantities or ask for a different delivery date. Confirm what was supplied before creating the bill.
| What happened? | Appropriate action |
|---|---|
| A regular customer received the next agreed supply | Review the template and create the new invoice |
| The customer wants a copy of last week’s bill | Find and reprint that existing invoice |
| This week’s supply was cancelled | Skip the due occurrence |
| The arrangement has stopped for now | Pause the template |
| Every order has a different basket | Enter each sale individually |
For copy requests, follow the separate guide to reprinting the last bill. Creating a second invoice for the same sale would duplicate the billing record.
Set up a template you can recognise
On the desktop app, open Recurring, then New Template. Give it a useful Template Name, such as “Meera office — monthly stationery”. Select the Party carefully: similar customer names are an easy source of mistakes.
Choose the frequency under Schedule and review the end condition. A temporary arrangement should not remain on an indefinite schedule after it finishes. Yojika offers an end date or a limit on the number of invoices, as well as an indefinite option.
Under Lines, enter the description, Qty, Rate, Disc and GST %. Use clear descriptions that distinguish pack sizes or variants. Add default notes only when they belong on every bill; a one-off delivery instruction will become misleading if it keeps repeating.
Check each tax selection deliberately. A new template line starts at Exempt (0%) in the app, which is a software default, not a finding that your product is legally exempt. Confirm the current classification and rate on gst.gov.in or with your CA before saving.
Review saved prices before generating the bill
Yojika generates the invoice from the template’s saved quantities, prices, discounts and tax settings. It does not replace the saved price with today’s catalogue price during generation. A price change therefore needs a template check too.
Before confirming a due bill, compare these details with the actual order:
- Customer: correct party, billing details and delivery destination.
- Basket: actual quantities, pack sizes and substitutions.
- Price: current agreement, including any discount that has ended.
- Tax: applicable classification, rate and treatment for this supply.
- Billing history: whether someone has already entered this sale manually.
Use Edit from the template list to correct ongoing changes before generation. If just one order differs, pause to decide whether an ordinary manually entered invoice is clearer. If you bill it manually, handle the matching due occurrence so it does not become another invoice later.
Worked example: a Pune stationery order
Consider a fictional Pune shop supplying an ordinary local office order. The agreed customer prices below include any applicable GST, and there is no discount. They illustrate quantity and price checks, not a product-specific GST rate.
| Item | Saved quantity | Agreed unit price | Saved line amount |
|---|---|---|---|
| Writing pads | 10 | ₹60 | ₹600 |
| Pen packs | 4 | ₹100 | ₹400 |
| Total | ₹1,000 |
For the next supply, the office requests only eight writing pads. The correct amount becomes 8 × ₹60 + 4 × ₹100 = ₹880. Generating the unchanged template would bill ₹120 too much.
The owner checks the order before confirming the invoice. If eight pads is the new standing quantity, she edits the template. If it is a single exception, she can enter that sale separately and skip the corresponding recurring occurrence.
For this ordinary taxable supply, both the supplier location and place of supply are Maharashtra, so CGST and SGST apply. This follows CBIC’s supply FAQ, question 85. The tax component sits within the agreed inclusive amounts above; do not add tax again to ₹880. Confirm the actual product rates before billing.
Create the due invoice, then check the result
Open Generate due to reach Recurring Invoices Due. After reviewing the saved template and the order, choose Create Invoice and confirm. This creates a real invoice with a fresh number, available in the Invoices list.
CBIC’s invoice particulars include the issue date and a consecutive invoice number unique within the financial year. A reusable template name does not replace these particulars on each new tax invoice.
Check the resulting bill before printing or sharing it. Generating an invoice does not establish that the customer has paid; record the actual payment separately when received.
If several cycles were missed, review the underlying supplies individually. One confirmation creates one invoice and advances the schedule beyond missed cycles. It does not automatically reconstruct every missed bill. For past supplies that were not invoiced correctly, confirm the correction process with your CA rather than guessing dates.
Frequently asked questions
Will Yojika create recurring invoices without my confirmation?
No. Due templates appear in a review queue, where you confirm creation of a real invoice. You can also skip an occurrence or pause a template.
Does a recurring template pick up the latest item price?
Invoice generation uses the price and tax settings saved in the template. Review and edit those settings when your selling price or the applicable tax treatment changes.
Should I generate a recurring invoice when a customer wants another copy?
No. Find and reprint the existing invoice for the same sale. Generate a recurring invoice only for a new supply that needs its own bill.
What should I do if several scheduled bills were missed?
Check which supplies actually happened and which were already billed. Yojika creates one invoice per template confirmation and advances the schedule past missed cycles; it does not create a separate invoice for every missed occurrence.
Try it with one regular customer
Start with an arrangement whose basket and timing are easy to verify. Review Yojika’s billing features, then download Yojika to try the workflow. Keep the first template simple, and make checking its saved prices part of your repeat billing routine.