Unlocking the Full Potential of the Invoice Autopilot Add-on

The Invoice Autopilot Add-on makes it possible to create a schedule that will generate invoices automatically. It offers a number of customizable settings to allow you to invoice clients on your preferred schedule. In this article, we’re going to provide some tips to help you make the most of the Invoice Autopilot Add-on.

Tip #1 – Keep an Eye on The Schedule End Time

When generating an invoice autopilot schedule for the first time, you’ll need to select a “Schedule Begins” and a “Schedule Ends” date. These dates will determine the duration the autopilot schedule will run for. When the “Schedule Ends” date you’ve selected arrives, the invoice autopilot schedule will no longer generate additional invoices.

It’s important to keep an eye on the date you’ve selected for the “Schedule Ends” date so you can ensure you don’t experience any disruptions to your invoicing. In order to extend the end date, you can follow these steps:

1. Click on “Billing” and then click on “Invoice Autopilot Schedules”.
2. Click on the “Edit Schedule Settings” button (this is the second icon from the left).
3. On the “Schedule Settings” page, update the “Schedule Ends” field and extend it by a couple of years into the future.
4. Click “Next” to navigate to Step 2 and then click the “Save” button to update your settings.

Tip #2 – Group Clients by their Payment Preferences

Clients come in all shapes and sizes and their preferred payment methods are no exception. When it comes to generating invoices for your clients, it can get hectic trying to remember their preferences.

Creating invoice autopilot schedules for each specific type of payment method that your business offers is a great method for grouping your clients, leaving you with one less thing to worry about.

As an example, if you offer your clients payment methods for credit cards and ACH payments, you can create an invoice schedule for credit cards and an invoice schedule for ACH payments. You would then simply assign the clients to their respective autopilot schedules.

Tip #3 – Adjust the ‘Offset’ Setting

There may be scenarios where you would like to generate invoices a set number of days before or after the invoice creation period. This can be handled by using the “Offset” setting.

As an example, your company may have rules that requires a teacher to complete a lesson the same day after a lesson has concluded.  If you’ve setup a daily invoice auto-pilot schedule, there is potential for teachers to miss this deadline and complete their lessons the following day.

By using the “Offset” and setting it to 1 day after the invoice period, it gives your teachers time to complete their lessons and still ensure they are included on the invoices generated the following day.

Tip #4 – Create a “Catch-up” Schedule

It is possible to run into situations where lessons have been missed by your auto-pilot schedules when using the “Lessons by Date” option and this usually happens for the following reasons:

1. If you require lessons to be marked as attended before being invoiced and the teachers did not complete their lessons in time.
2. If lessons have been added to the calendar after the invoices have already been generated.

You can solve these potential problems by creating catch-up auto-pilot schedules.  Catch-up auto-pilot schedules ensure that lessons that weren’t invoiced by your primary schedules automatically get invoiced at a later time. You can read more about creating catch-up autopilots in this blogpost: Invoice Autopilot Add-on: Catch Uninvoiced Lessons Automatically.

Make the most out of the Invoice Autopilot Add-on by using the tips described above. This will help you improve your invoicing process and make it much more efficient.

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