Customer signatures, flexible recurring invoices and one-time charges

Regular services often come with occasional extras. Customers need to know which period an invoice covers, and your team needs a clear record of what they accepted before work begins.

Our latest updates make those steps easier: customers can sign estimates, recurring invoices have more flexible schedules and billing periods, and one-time charges can join the next regular invoice.

Let customers sign when accepting an estimate

You can now require a customer signature when an estimate is accepted through its public link. Enable the option in Team settings → Estimates; it is optional and starts switched off.

When signing is required, the customer enters their full name, confirms their acceptance and chooses how to add their signature:

• Draw it with a mouse, finger or stylus.
• Type it using one of the available styles.
• Upload an image of their signature.

The signature belongs to the exact estimate revision the customer accepted. Aeglio retains the accepted document together with the signer's name, signature method and acceptance time. Authorized team members can review the record and download the acceptance evidence later.

For example, if you send a website proposal and the customer signs it, your team can refer back to that accepted version even after customer details or document templates change.

These are self-attested signatures: the customer supplies their own name and signature.

Make recurring invoices fit your billing cycle

Recurring invoices now give you more control over both when an invoice is issued and which period it covers.

For monthly and quarterly schedules, choose the same day each time or the last day of the month. If your chosen day does not exist in a shorter month, Aeglio uses that month's final day and returns to your chosen day when possible.

You can also set an end date for a schedule, alongside the existing options to repeat indefinitely or stop after a set number of invoices.

Choose the period you are billing for

The billing period can follow the invoice frequency, or you can set it separately. Choose a previous, current or next period to match how you charge for your services.

For example:

• Invoice at the end of October for October's maintenance.
• Issue an invoice in early November for work completed in October.
• Bill in advance for the next month's subscription.

This keeps the invoice date and the service period clear without manually rewriting each invoice.

Let descriptions update themselves

Insert billing-period variables into recurring invoice row descriptions and notes. Aeglio replaces them with the appropriate month, year, quarter, period start and end dates, or invoice and due dates when it creates the invoice.

A description such as “Maintenance — {period_month} {period_year}” can become “Maintenance — October 2026”, then update for the next billing period automatically.

The upcoming invoice preview shows issue dates, due dates, billing periods and the resolved text, so you can check the result before saving.

When changing an existing schedule, check its next invoice date carefully. Future dates are calculated from the latest generated invoice, so moving to month-end does not automatically insert another invoice into the same month.

Add occasional extras to the next recurring invoice

A recurring service does not always mean an identical invoice. You might provide extra support, purchase equipment for a customer or charge a setup fee alongside their regular subscription.

You can now add a one-time charge to the next invoice in an existing recurring schedule. It is included once, while the regular recurring items continue as before.

For example, a customer with a €100 monthly maintenance service might need €50 of additional work. Add that work as a one-time charge: the next invoice includes both items, and subsequent invoices return to the regular service amount unless you add more extras.

Before the invoice is generated, you can review the recurring amount, pending one-time charges and expected invoice total together. Each charge has its own description, quantity, price and tax selection, and pending charges can be edited or removed.

If a customer has several recurring schedules, choose which one should receive the charge. The charge editor shows the target invoice date so you can check where the extra work will appear.

This is useful throughout the month: record the extra as it happens, then let it join the customer's next regular invoice. If that invoice is configured to be created as a draft, the charge joins the draft for you to review and send.

A few more improvements

• Formatted invoice notes. Use bold, italic, underline and lists to make invoice instructions easier to read, including on recurring templates.
• Invoice and estimate email previews. See resolved template text, branding and attachment information while editing. Preview with sample values or a selected document.
• Custom payment reminders. Edit reminder templates and preview the message customers will receive.
• Incoming Merit payments. Enable payment synchronization from Merit to update corresponding Aeglio invoices and expenses. Duplicate protection and review for uncertain matches help keep payment records consistent.
• Better mobile usability and accessibility. Improvements across core workflows make everyday tasks easier on smaller screens and with keyboard navigation.

Open Recurring invoices to review your schedules and add one-time charges. To enable customer signatures, visit Team settings → Estimates.