OFFICE: Accumulating Generator
Set up automated recurring invoices that accumulate items and generate on a schedule.
What is an Accumulating Generator?
An Accumulating Generator lets you set up automatic invoicing for your clients at regular intervals (monthly, quarterly, etc.). Think of it as an ongoing ledger where you continuously log billable work. When the scheduled time arrives, the system bundles everything together into a single invoice, then clears the slate for the next billing cycle.
This approach eliminates billing gaps and manual invoice creation. Your entire team—including freelancers—can add items to the appropriate generator as work gets completed. At each trigger date, invoices generate automatically with no effort required on your part.
You can also build a Dynamic Accumulating Invoice Generator that gets assigned to clients through automations or kickoff forms, rather than creating a separate generator for each client.
Example scenario
You maintain a website for Bob and perform ongoing tasks like backups, inventory updates, and general upkeep. He’s requested monthly billing based on actual work performed. Using an Accumulating Generator, you log each completed task throughout the month. When the month ends, an invoice automatically generates with all accumulated items, and the generator resets for next month.
How do I create an Accumulating Generator?
Start by heading to Office > Invoices.
Hover over Generators in the top menu and select Accumulating.
Click +Add Accumulating Generator.
You’ll see two options: Dynamic or Direct.
Choose Direct if you’re assigning this to a specific client manually. Choose Dynamic if you plan to assign it through automations.
Direct Accumulating Generator
The setup mirrors invoice creation with a few key differences. Learn about creating invoices.
Pick your Client(s) and enter a Generator Title. Check the box to automatically duplicate this generator for multiple clients.
Add Description / Internal Notes if helpful—this field is for your team’s reference only and stays hidden from clients.
Include Items, Discounts, and/or Taxes as needed. The Summary section displays what you’ve added.
Accumulating Settings
These settings control when and how invoices are triggered.
Generate Invoice As: Select whether invoices appear as Open (immediately sent to the client) or Draft (waiting for your review).
Trigger Creation from Generator Every: Pick your interval—Days, Weeks, Months, or Years—and how often invoices should generate.
First Creation Date: Set when the first invoice generates. Shortcuts for relative dates are available below this field.
End Invoice Generation: Define when the generator should stop producing invoices.
By default, an Accumulating Generator runs indefinitely. You can now set an end condition so it automatically completes and stops creating invoices:
- Never: Runs continuously until you manually pause or delete it.
- After X Number of Occurrences: Stops after generating a specific number of invoices (e.g., 12).
- On a Specific Date: Stops after the scheduled run date you select. The final invoice still generates before the generator marks itself complete.
What happens at the end condition?
Once a generator reaches its end condition—whether by occurrence count or date—it automatically shifts to Completed status and stops generating new invoices. A completed generator cannot be restarted. It remains visible in your list but is inactive.
Important: Once assigned to a client and marked Completed, a generator cannot be reactivated. You’ll need to create a new generator if recurring invoices are needed again.
Payment Settings
Configure your currency, partial payments, online payment options, and payment gateways here. If using an integrated gateway, select it under Available Gateway(s)—don’t use the third-party link option.
If you set the generator to Open, you’ll see an AutoPay option.
When enabled, invoices automatically charge the client’s saved payment method with no manual intervention needed. Learn more about authorized payments and AutoPay.
Custom Fields
Configure what displays in the Custom Fields section—tax IDs, addresses, phone numbers, etc.
Assign Automations: Trigger workflows when an invoice is generated and/or paid.
Relative Due Date: Set payment deadlines based on the invoice generation date.
You can preserve Discounts and Taxes from the prior invoice instead of clearing them each cycle. This carries them forward to the new period (applies only to standalone items and individual line-item adjustments).
Once you finish, choose to Activate (starts generating immediately) or Save as Draft (finalize setup later).
Set a Minimum Amount to prevent invoices from generating if items fall below a threshold. For example, if minimum is $50 and cycle items total $45, no invoice generates—those items roll forward to the next cycle.
In Communication Settings, toggle to email clients when an invoice generates as Open.
Dynamic Accumulating Generator
Dynamic setup mirrors Direct setup with two differences:
- You’re building a template for multiple clients without assigning it to anyone upfront. Assignment happens via automations later.
- For First Creation Date, instead of picking a specific calendar date, choose a relative number of days or a specific day of each month.
How do I assign a Dynamic Accumulating Generator?
Several paths exist to link a Dynamic Generator to a client.
Via CRM Options Menu
Go to CRM > Contacts.
Click the Options button next to the contact and select Accumulating Generator.
A modal appears—select your generator from the list.
While Creating or Editing a Contact
Navigate to CRM > Contacts and click +Add Contact to create a new one.
After setting the contact’s role to Client, choose an Accumulating Invoice Generator from the dropdown.
Learn more about creating contacts.
Via Kickoff Form
Go to Forms and click +Create Form. Select Kickoff Form when prompted.
Set the contact role as Client, then select your Accumulating Invoice Generator from the dropdown.
Learn more about Kickoff Forms.
Via No-Code Automations
Across the platform, assign Dynamic Generators using the Accumulating Generator automation action.
For example, trigger it when a project reaches completion.
How do I manage an Accumulating Invoice Generator?
Navigate to Office > Invoices > Generators > Accumulating and click Options next to the generator you want to manage.
Edit: Modify any generator settings.
Manage Automations: Toggle automations to run when an invoice is generated.
Alternatively, set automations to trigger when an invoice is paid.
Duplicate: Create a copy of the generator.
Pause: Stop invoice generation temporarily. Resume anytime and enter a restart date.
Delete: Remove the generator permanently. This can’t be undone—archiving is recommended for record-keeping.
Archive: Make the generator inactive and move it to Office > Payments > Archive. From there, you can View, Restore, or Delete it.
Each generated invoice appears in the client’s portal under Office > Invoices, where they can view and pay it like any standard invoice.
How do I track progress in the Accumulating Generators list?
The generator list displays helpful details beneath each one to monitor end-condition progress:
After X Number of Occurrences: Shows a counter like 4 out of 10, updating with each new invoice.
On a Specific Date: Displays Until [date] so you know when it stops.
Never: No secondary label appears—only Active or Completed status shows.
Generators reaching their end condition show Completed status with --- in the Next Creation Date column.
Filter the list by status: Draft, Active, Activated, or Completed.
Best Practices
End conditions ensure predictable, clean billing cycles.
- Use After X Occurrences for fixed-term arrangements like payment plans or packages with set installments.
- Use On a Specific Date for contracts or subscriptions expiring on a known date, regardless of invoice count.
- Use Never only for truly open-ended recurring work, like ongoing monthly retainers.
- Review your generator list regularly and filter by Completed to keep it organized and confirm expected stops.
- Anticipating a restart? Use the three-dot menu and select Duplicate, then edit and reactivate as needed.
Tip: Not sure which end condition fits? For a 12-month payment plan, use After 12 Occurrences. For a contract ending on a specific calendar date, use On a Specific Date. Both stop billing automatically without manual follow-up.
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