Reuse Entity

Enlivy is built to save you time.

One of the ways it does that is through the Reuse feature – a smart duplication tool that lets you clone a previously created entity (like an invoice, receipt, payslip, contract, or product) into a new draft that keeps most of the structure intact.

Instead of creating records from scratch every time, Reuse helps you build off what you’ve already done, with full control over what gets changed before finalizing.

What Is “Reuse” in Enlivy?

Reuse lets you take any existing entity and instantly create a new draft based on it. This is especially helpful for repeated tasks such as:

• Monthly invoices for the same client
• Contracts with similar structures
• Routine employee payslips
• Recurring expense receipts
• Standardized product entries

It reduces manual work, ensures data consistency, and accelerates document creation across departments.

How It Works (Across Entities)

Below is a breakdown of which fields are automatically copied and which are intentionally excluded when reusing different types of entities.

Invoices

When you reuse an invoice, the new invoice will include:

• Copied Fields: Client information, billing settings, invoice terms, delivery methods, currency, notes, tags, custom metadata
• Not Copied (must be entered manually or regenerated):
  • Number
  • Status
  • Issued Date
  • Due Date
  • Paid Date

This ensures that reused invoices don’t unintentionally carry over unique identifiers or transactional data.

Receipts

• Copied Fields: Client information, billing settings, terms, etc.
• Not Copied:
  • Receipt Number
  • Status
  • Issued Date
  • Paid At

Products

• Copied Fields: Description, tax class, cost/price, currency, categories, custom metadata
• Not Copied:
  • Name
  • Alias

This is useful when creating variations of similar products (e.g. “Consulting Package – Basic”, “– Advanced”, etc.)

Contracts

• Copied Fields: Parties involved, contract terms, clauses, attached files, custom fields
• Not Copied:
  • Number
  • Is Signed By Sender
  • Is Signed By Receiver
  • Issued At
  • Ends At
  • Renewed At
  • Sender Signed At
  • Receiver Signed At

Particularly useful for standardized agreements where only dates, amounts, or parties change.

Payslips

• Copied Fields: Employee name, employee details, payment method, all salary information – including taxes, etc.
• Not Copied:
  • Status
  • Issued Date
  • Paid Date

Perfect for quickly generating next-month payslips with minor adjustments.

How to Use the Reuse Button

1. Go to the module (Invoices, Receipts, etc.).
2. Click the ⋯ (three-dot menu) in the right of the entity you want to reuse.
3. Select Reuse from the dropdown.
4. A new draft will be created with pre-filled information based on the entity you selected.
5. Review and update the fields that are excluded from copying.
6. Save or the new entity once finalized.

Benefits of Reuse

• Save Time: Eliminate repetitive data entry for similar tasks.
• Increase Accuracy: Avoid mistakes by building on trusted templates.
• Consistency Across Teams: Standardize formatting, fields, and tags across departments.
• Fast Turnaround: Particularly useful in billing cycles, contract renewals, or recurring reports.
• API-Compatible: Reuse can also be triggered programmatically via Enlivy’s API for automation.

Real-Life Use Cases

• You’re an accountant generating monthly invoices for retainers. Rather than starting from zero, use Reuse to clone last month’s invoice, update dates and amounts, and send.
• You’re in HR, creating a payslip for an employee with the same structure every month. One click gives you a draft ready to finalize.
• You’re managing vendor receipts for software subscriptions – Reuse last month’s record, upload the new file, and you’re done.

Example Use Case: Reusing an Invoice

Example scenario:

You need to issue a new invoice for a client you billed last week. Instead of creating a new one from scratch, you click “Reuse,” and adjust only the issue date, paid date, and line item details before saving. The result: a new, accurate invoice in seconds.

Example Use Case: Reusing a Contract

Example scenario:

You need to create a new contract for a recurring agreement that follows the same structure as a previous one.
Instead of starting from scratch, you open an existing contract, click “Reuse”, and update only the fields that have changed, such as the contract number and signing date. Once those details are filled in, you save the new contract draft in seconds.