A maintenance agreement charges USD 400 each month. Some months also include extra work that the client approves. The fixed service can start from a recurring schedule; a person still needs to check each variable charge.
Pepper supports schedules measured in days, weeks or months. Each run creates an invoice for the saved customer and currency. Choose whether it stays a draft or Pepper issues it and attempts to send it.
Choose the review point
Use draft creation when the bill changes. The schedule supplies the USD 400 service line. Review the draft against the agreement, add any approved extra work and check the tax before issue.
For a fixed agreement that needs no review each period, automatic issue and sending can use the saved lines. That choice commits each occurrence as an invoice. Check the customer's receiving contacts, payment terms and email setup before enabling it.
| Example service | Schedule choice | Work at each billing date |
|---|---|---|
| USD 400 maintenance with variable extras | Create a draft | Confirm extras and review the total before issue |
| EUR 150 fixed monitoring service | Automatic issue and sending, if agreed | Check the generated invoice and delivery result |
The currencies stay separate. Neither schedule charges a card, debits a bank account or tracks a balance of prepaid hours.
Check dates before the first run
Set the first date, interval and any end date or occurrence limit. Confirm the business timezone and default payment terms. The server needs its cron job to run.
Monthly schedules retain their start-day rule. A month-end start stays at month end: a 31 January start falls on 28 February and 31 March in a non-leap year. A start on 30 January uses 28 February, then returns to 30 March. Test the rule your agreement needs.
Each generated invoice uses the line's tax rate as it stands on the generation date. Review a schedule after a change to tax settings. Saved invoices retain their own tax details.
Inspect the result after an interruption
Pausing a schedule preserves its next invoice date. Resuming after that date can create missed occurrences. Pepper catches up one missed invoice per daily run, so review the stored date before resuming a long-paused agreement.
For automatic issue, document-numbering rules may move an old scheduled issue date forward. The invoice retains the original scheduled date for reference. Check both dates when reviewing a catch-up run.
An issued invoice can still have an email failure. If no contact accepts invoice email, Pepper keeps the invoice issued and sends nothing. Fix the recipient, then send the existing invoice. Do not create a second charge to fix delivery.
Record payment when the business receives it. Use reminders for the remaining balance. See the schedule manual, email setup and payment procedure.