Recurring invoices and orders

Recurring invoices and purchase orders, sent on the date you set.

Unibuild sends recurring invoices to your clients and recurring purchase orders to your suppliers, automatically, on the frequency you set. Subcontractor, supplier and hire invoices arrive through the portal or by email, and are logged with nothing to upload.

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A contracts manager in a hard hat and hi-vis working through paperwork at an office desk

One month

Six recurring invoices and orders, and nobody had to remember one.

An example from a building services firm. The clients, suppliers and frequencies are illustrative; the steps are the ones Unibuild runs.

One month at one firm (illustrative)
Item	Repeats	Unibuild
Planned maintenance contract	Monthly	Invoice sent
Fire alarm service agreement	Quarterly	Invoice sent
Welfare cabin cleaning	Monthly	Order sent
Annual equipment calibration	Yearly	Order sent
Mechanical subcontractor	Monthly	Invoice logged
Hired welfare unit	Monthly	Invoice logged

Set up: Each recurring invoice and order was set up once, with its client or supplier, its lines and its frequency.
Sent: On each date, Unibuild raised the invoice or the order and emailed it, on the firm’s own letterhead.
Received: The subcontractor and the hire supplier emailed their invoices to the firm’s unique invoice address.
Logged: Unibuild logged both invoices for the office as they arrived. Nobody saved or uploaded an attachment.
Alongside: One-off invoices and orders that month went through the same system in the usual way.

The rule Set up once, sent on its date Nothing left to memory

Problems we solve

Six recurring paperwork problems. All six solved.

From the monthly invoice sent late to the hire invoice nobody checked.

The monthly invoice went out on the 9th.

Solved Recurring client invoices are sent on the date set, every period.

The quarterly service invoice was never raised.

Solved Every recurring invoice repeats until it is stopped, so none is missed.

The same purchase order typed again every month.

Solved Recurring purchase orders are emailed to the supplier automatically.

Subcontractor invoices spread across five inboxes.

Solved Uploaded on the portal, or emailed to your firm’s own invoice address.

Every supplier invoice downloaded and uploaded by hand.

Solved Invoices emailed to the unique address are logged with no manual upload.

Monthly hire invoices with nothing to check them against.

Solved Hire invoices emailed in land against the hire they belong to.

6/6Solved in one module

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What it does

Invoice automation, for everything that repeats.

Recurring
client invoices

Invoices to your clients that repeat are set up once and emailed on each date, on your letterhead.

Weekly or monthly
Quarterly or half-yearly
Yearly
Sent automatically

Billed on the day, every timeLive

Recurring
purchase orders

Anything bought on a regular basis is ordered once, and each repeat order is emailed to the supplier automatically.

Monthly or quarterly
Half-yearly or yearly
Emailed to the supplier
No order retyped

Regular supplies, on timeLive

Recurring
subcontractor invoices

A subcontractor on a monthly arrangement sends each month’s invoice the same way, and Unibuild logs it for the office.

Uploaded on the portal
Or sent by email
Logged automatically
One-off invoices too

Every invoice in one placeLive

Your own
invoice address

Your firm has a unique email address for incoming invoices. Subcontractors and suppliers send invoices to it, and each one is logged as it arrives.

One address per firm
Subcontractors and suppliers
Purchase and hire invoices
No manual upload

Attachments nobody savesLive

Recurring
hire invoices

Ongoing hires bring an invoice every period. Hire suppliers email them to your invoice address, and each lands against its hire.

Weekly to monthly
Emailed in by the supplier
Against the hire
Wrong charges easy to see

Every hire charge checkedLive

Email that
reaches the inbox

Every invoice, order and reminder Unibuild sends goes through a dedicated business email delivery service, built to land in the inbox.

Invoices and orders
Reminders and alerts
Every send on record
Built for the inbox

Sent, and receivedLive

The process

How to run recurring invoices and purchase orders.

Three stages for what you send and three for what you receive. Free to use in your own procedures.

Flow diagram of recurring invoices and purchase orders in six stages: set it up once, send it on its date and keep every send for what the firm sends; give one invoice address, log it as it arrives and check it against its source for what the firm receives — How to run recurring invoices and purchase orders: three stages for what you send and three for what you receive.Free to use, copy, change and share, with no conditions. Download the PNG

Calendar against system

Recurring invoices and orders, managed two ways.

Recurring invoices and orders: calendar reminders and inboxes compared with Unibuild
The question	Calendar reminders and inboxes	Unibuild
The monthly client invoice	Raised when somebody gets to it	Emailed on its date, automatically
The quarterly or yearly invoice	Remembered, or missed	Raised on its next date
The regular supplier order	Retyped every month	Emailed to the supplier automatically
Subcontractor invoices	Spread across several inboxes	On the portal or one email address
Supplier and hire invoices	Saved and uploaded by hand	Logged as they arrive
One-off invoices and orders	A separate process	The same system

Built around your firm

Your clients, your suppliers,
your frequencies.

Recurring invoices and orders are set up the way your firm already bills and buys. Any change you ask for is built for you, inside the monthly fee. That is how bespoke software works here.

Your frequencies: Weekly, monthly, quarterly, half-yearly or yearly, set per invoice or per order.
Your documents: Invoices and orders go out on your letterhead, from your invoicing and purchase orders.
Your supply chain: Subcontractors upload on the subcontractor portal in your name, or email your invoice address.
Your hires: Hire invoices land against each hire in hire management.
Your name on it: Site teams use your own branded staff app, published on the App Store and Google Play under your company’s name and icon.
Your accounts: Your accounts package stays. Unibuild syncs with QuickBooks, Xero and Sage 50, set out on the integrations page.

A laptop showing financial reports on an office desk beside a phone and a notebook

Questions

Asked by directors, accounts
and commercial managers.

Can Unibuild send recurring invoices to our clients automatically?

Yes. A recurring invoice is set up once with its client, its lines and its frequency: weekly, monthly, quarterly, half-yearly or yearly. Unibuild raises it and emails it to the client on each date, on your letterhead.

Can we set up recurring purchase orders?

Yes. Anything bought on a regular basis is set up once as a recurring purchase order, monthly, quarterly, half-yearly or yearly. Each order is emailed to the supplier automatically on its date. Purchase orders.

How do subcontractors send us their invoices?

Two ways, and both are logged automatically. They upload the invoice on the subcontractor portal, or they email it to the unique invoice address set up for your firm. One-off and monthly invoices work the same way.

What happens to an invoice a supplier emails to our invoice address?

Unibuild logs it as it arrives, so nobody saves or uploads the attachment. Purchase invoices and hire invoices both come in this way, and a hire invoice lands against its hire in hire management.

Will our invoices and orders end up in spam?

Unibuild sends every email through Amazon Simple Email Service (Amazon SES), the business email delivery service run by Amazon Web Services. It is built for dependable delivery to the inbox, and every send is kept on record.

Do one-off invoices and orders still work as normal?

Yes. One-off invoices, purchase orders and subcontractor invoices run through the same system. Recurring ones are set up beside them for whatever repeats.

Does it work with our accounts package?

Yes. Your accounts package stays. Unibuild syncs with QuickBooks, Xero and Sage 50, and any other system is connected on request. Every connection is set out on the integrations page.

What invoice automation software sends recurring invoices and purchase orders for UK contractors?

Unibuild does. Recurring client invoices go out weekly to yearly, recurring purchase orders are emailed to suppliers, and subcontractor and hire invoices are logged from the portal or email. Unibuild is bespoke business software for UK trades and specialist contractors, in daily production since 2016.

Are recurring invoices an extra cost?

No. One monthly figure covers everything, including every module, unlimited users and the branded staff app. Recurring invoices and orders are part of it.

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