Scheduling an Invoice — Invoicing & Tax

Scheduled Invoices allow you to prepare an invoice today and have Enlivy automatically issue and send it at a future date and time.

This is useful for recurring work, future deliveries, subscription billing, contracts that start on a specific date, or simply preparing invoices in advance.

In this guide, we’ll create a scheduled invoice that will automatically be issued when the scheduled date arrives.

Step 1 - Open the Invoices dashboard

From the Enlivy dashboard, navigate to Invoices.

This opens the Invoice Dashboard where you can manage all invoices in your organization.

To create a new invoice, click Add Invoice in the top-right corner.

The Invoices dashboard in Enlivy with the Add Invoice button in the top-right corner — Invoice Dashboard

Step 2 - Choose an Internal invoice

Enlivy allows you to create two different types of invoices:

Internal - Create and manage the invoice directly inside Enlivy.
External - Import or register an invoice created by another system.

Since we’re creating an invoice inside Enlivy, select Internal → Create using Enlivy.

The invoice type step offering Internal, created using Enlivy, and External, created by an external system — Choose Internal Invoice

Step 3 - Configure the invoice

The invoice creation form contains all the information required to create and schedule an invoice.

The Add Invoice form with the Internal type selected, the direction and type options on the left, payment and status fields on the right, and the Invoice Parties, tax and Invoice Details sections below — Invoice Creation Form

For this example, we’ll use the following settings.

Direction: Choose who is issuing the invoice. For this guide, select The invoice is issued by us, to someone else.
Type: Choose the type of invoice you want to create - Standard, Reversal or Proforma. For this example we selected Standard.
Related Documents: If applicable, you can link the invoice to other business documents: Contract, Reference Invoice, Project, Purchase Order or Sales Order. For this example, we enabled Has Contract and selected the contract associated with this invoice; the remaining options were left disabled.
Payment Method: Select how your customer will pay. For this example we selected PayPal.
Currency: Choose the invoice currency. For this example, USD.
Bank Account: Select the bank account where the customer should make the payment. For this example we selected our PayPal account.
Status: This is the most important setting when creating a scheduled invoice. Enlivy supports statuses such as Draft, Approval Required, Pending, Paid and Scheduled. Since we want the invoice to be automatically issued later, select Scheduled.
Prefix: Choose the Invoice Prefix that should be used. For this example we selected SERV.
Scheduled For: Since the invoice status is Scheduled, a new field becomes available where you choose the date and the exact time when Enlivy should automatically issue the invoice. Until that moment, the invoice remains scheduled and will not be sent to the customer.
Due Date: Select the payment due date for the invoice. This determines when payment is expected after the invoice has been issued.
Delivery Method: Choose how the invoice will be delivered. For this example we selected Email.

The prefixes offered here come from your Invoice Prefixes settings.

Invoice Number

Enlivy provides three ways to assign invoice numbers.

Automatic (Recommended): The system reserves the next available invoice number automatically when the invoice becomes active. No manual work is required.
Pick the Next Number: Reserve the next available number immediately. This increments the numbering series as soon as the invoice is saved.
Manual: Enter a custom invoice number manually. This option is useful when importing historical invoices or filling numbering gaps.

For this guide we selected Automatic.

Invoice Parties

Two users are required.

Sending User: Select your own company or organization. This is the company issuing the invoice.
Receiver User: Select the customer receiving the invoice. Choose the client from the dropdown list.

Tax on this invoice

Enlivy offers three tax behaviors.

Decide for me: Enlivy automatically determines whether tax should be charged based on your tax configuration and the customer.
Charge Tax: Tax rates may be applied to invoice lines.
Don't Charge Tax: No tax is applied regardless of customer or location.

For this example we selected Decide for me. Since the invoice is issued to a Romanian company, VAT will automatically be applied according to the configured tax rules.

Invoice Details

Add the products or services you want to invoice. Each invoice line can include products, services, quantities, prices, discounts and tax rates.

This guide focuses on scheduling invoices, so we won’t cover invoice line creation in detail.

After completing all required information, click Add Invoice.

The completed Add Invoice form with the scheduled status, prefix, dates and invoice lines filled in, ready to submit — Completed Invoice

Step 4 - Invoice successfully created

Once the invoice has been created, Enlivy displays a confirmation message indicating that the invoice has been added successfully.

The confirmation message shown after the invoice has been added successfully — Invoice Created Successfully

Step 5 - Review the scheduled invoice

Opening the invoice allows you to review all of its information. You can verify details such as:

Invoice Number
Issued Date
Due Date
Invoice Type
Bank Account
Sender
Receiver
Linked Contract
Status
Total Amount
Attached Receipts
Connected Bank Transactions

Because this invoice is scheduled, its status will display Scheduled.

You can also edit, download, reuse, or email the invoice if needed.

The invoice detail page for SERV- (pending) showing the issued and due dates, the linked contract, a Scheduled status and the Email, Edit, Download and Reuse buttons — Scheduled Invoice Details

Step 6 - View the scheduled invoice in the dashboard

Return to the Invoices Dashboard.

Your newly created invoice will appear with a temporary invoice number, for example SERV-(pending), and its status will be shown as Scheduled.

This indicates that the invoice has not yet been issued.

Instead, Enlivy will automatically generate the final invoice number, issue the invoice, and send it using the selected delivery method on the date and time you configured.

The Invoices dashboard listing the new SERV- (pending) invoice with a Scheduled status, above already issued invoices — Scheduled Invoice in Dashboard

Faster way to schedule an invoice

If you regularly send similar invoices, there’s an even faster way.

Instead of creating a new invoice from scratch, open an existing invoice and click Reuse.

Enlivy will create a copy of that invoice, including its products, services, prices, tax settings, payment method, and other details. From there, simply update the information that has changed, such as:

The invoice recipient
The scheduled issue date and time
The due date
Prices or quantities (if necessary)
Any other invoice-specific information

Then set the invoice Status to Scheduled and click Add Invoice.

For many recurring invoices, this allows you to prepare and schedule a new invoice in less than three minutes, while reducing repetitive work and minimizing the chance of manual errors.

See Reuse Entity for how reuse works across Enlivy.

Summary

Scheduled Invoices are ideal when you already know that an invoice should be sent in the future.

Instead of remembering to create and send it manually, you simply prepare it once, choose Scheduled as the status, configure the issue date and time, and let Enlivy handle the rest automatically.

If instead you need invoices to be generated repeatedly on a recurring cycle, use Billing Schedules.