Service templates & recurring contracts

Quick Invoices become very fast when your recurring services are already saved. This page covers the two tools that do that: service templates (single line items) and recurring contracts (repeating bookings per customer).

Service templates

A service template is a predefined invoice line item: title, description, default quantity, unit, default price and tax rate. On every Quick Invoice you can insert a template with a single tap and only adjust what’s different this time.

Create a service template

Web

1. Open Service templates in the side menu.
2. Click New template.
3. Fill in title (e.g. “Glass cleaning per m²”), default quantity, unit, price and tax rate.
4. Save. The template is immediately available in the app and the web.

App

1. On the Quick Invoice screen, tap the list icon at the top (service templates).
2. Tap New.
3. Fill in the fields and save.

Use a template inside an invoice

In the Quick Invoice, tap Add then From template. Pick the template — title, quantity, unit and price are filled in instantly.

Tip

You can override a template’s values inline without changing the template itself. The template stays as defined for the next use.

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Recurring contracts

A recurring contract describes a repeating service for a customer — e.g. “monthly glass cleaning” or “quarterly HVAC maintenance”. As soon as the next service is due, the system automatically creates a draft Quick Invoice that you only need to have signed.

Create a recurring contract

1. Open Recurring contracts in the web side menu.
2. Click New contract.
3. Pick the customer.
4. Pick the frequency: monthly, quarterly or yearly.
5. Pick the next draft date.
6. Add the line items (title, quantity, unit, price, tax).
7. Optional: notes for the invoice.
8. Make sure the Active switch is on, then save.

What happens automatically

Every day at 02:00 (Europe/Berlin) the system checks all active recurring contracts whose next service date is reached:

1. It creates a draft Quick Invoice — customer, line items and notes copied from the contract.
2. It advances the contract’s next due date by the configured frequency (monthly = +1 month, quarterly = +3 months, yearly = +1 year).
3. The draft appears in the app under Quick Invoice → Inbox (Drafts) and in the web invoices list with the status Draft.

Sign a draft

1. Open the app and tap Quick Invoice.
2. Tap the inbox icon at the top right.
3. Pick the right draft — customer and line items are already filled in.
4. Have your employee and the customer sign as usual and save.

The draft becomes a full Quick Invoice with a new consecutive number when it is signed.

Active / Paused

If a recurring contract should pause for a while (e.g. customer holiday), set it to Paused. No drafts are created until you reactivate. Existing drafts stay.

Who needs which permission?

Task	Permission
View / use service templates	Medium — anyone with Quick Invoice permission
Create / edit service templates	Medium — responsible person
Create / edit recurring contracts	High — management, bookkeeping
Pause / delete a recurring contract	High

What to read next

• Creating a Quick Invoice on-site
• Managing invoices (web)
• Email & bookkeeping archive