Recurring
Set up invoices, bills or expenses that repeat every few days, weeks or months, and let Stockivio create them on schedule.
Why and when you use it
Rent, monthly retainers, AMC charges and fixed supplies come round on the same date with the same amount. Typing them again each time wastes time and they are easy to forget. A recurring schedule creates the document for you, and the Waiting for approval tab lets you check it before it goes out. Owners and accountants set these up once.
Before you start
- Add the customer in Customers (or supplier in Suppliers)
- For expenses, set up your expense categories in Expenses
Step by step
- Open RecurringOpen 🔁 Recurring. The Recurring Transactions screen has three tabs: Schedules, Waiting for approval and History.
- Start a schedulePress + New recurring. Give it a Name (for your reference) such as "Monthly retainer - client".
- Fill in the party and taxFor a sales schedule pick the Customer and the GST supply: Within state (CGST + SGST) or Other state (IGST). Set Payment due after (days) so each invoice gets a due date.
- Add the linesPress + Add line for each item or service, with Description and Amount (₹). Use Extra discount (₹) and Notes printed on the document if needed.
- For expenses, choose category and modeFor an expense schedule, choose the Category, Amount (₹), Paid by (Cash, UPI, Bank transfer, Card or Cheque), and add a Narration and Reference.
- Set how oftenChoose Every N days, weeks or months and the First date. Then press Save schedule.
- Approve when dueWhen a document is due, it appears under Waiting for approval. Check it and approve. The History tab shows Date, Schedule, Document and Result for each run.
- Manage schedulesIn Schedules you see Name, Type, Customer / Supplier, Repeats, Amount, Next date, Last created and Status. Use Actions to change or stop one; Show all schedules includes stopped ones.
Worked example
Kapoor & Associates, a CA firm in Delhi, charges a Delhi client ₹15,000 per month plus 18% GST for monthly accounts and GST filing, billed on the 1st of every month and due in 10 days.
- Open 🔁 Recurring and press + New recurring.
- Name: Monthly retainer - client. Customer: the client. GST supply: Within state (CGST + SGST).
- Payment due after (days): 10.
- + Add line: Description "Accounting and GST compliance - monthly", Amount ₹15,000.
- Every 1 months, First date 1 Dec 2026. Press Save schedule.
- On 1 Dec 2026 the invoice for ₹17,700 (₹15,000 + CGST ₹1,350 + SGST ₹1,350) waits under Waiting for approval; the partner approves it.
Result: An invoice of ₹17,700 with a due date of 11 Dec 2026 is created every month. History records each one, and Next date moves forward to 1 Jan 2027.
💡 Tips
- Use Make recurring on an existing invoice row in Sales Invoices to start a schedule from a bill you already made.
- Check Waiting for approval every morning so scheduled documents are not delayed.
- Give each schedule a clear name; the list can get long.
⚠️ Common mistakes
- Choosing the wrong GST supply. A client in another state needs Other state (IGST).
- Forgetting to stop a schedule when a contract ends. Stop it from Actions so no extra invoice is created.
- Setting the First date in the past, which may create catch-up documents. Pick the next real billing date.
सवाल
Can rates change mid-year?
Yes. Change the schedule's lines before the next date; documents already created stay as they were.
Can I schedule rent I pay?
Yes. Use an expense schedule with Category, Amount (₹) and Paid by.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: The three tabs: Schedules, Waiting for approval, History.
- Scene 2: Press + New recurring and fill Name, Customer and GST supply.
- Scene 3: + Add line for the monthly retainer and set Payment due after (days).
- Scene 4: Set Every 1 months and the First date, then Save schedule.
- Scene 5: Approve a document under Waiting for approval.
- Scene 6: Show the run in History and the Make recurring icon on an invoice row.