Recurring Invoices

Set up automatic invoice generation for subscription and repeat services.

What Are Recurring Invoices?

Recurring invoices automatically generate at set intervals, perfect for:

• Monthly maintenance contracts
• Subscription services
• Retainer agreements
• Regular cleaning or landscaping
• Ongoing consulting services

Creating a Recurring Invoice

1. Navigate to Invoices > Recurring
2. Click New Recurring Invoice
3. Set up the invoice template
4. Configure the schedule
5. Activate the recurring invoice

Template Configuration

Customer

Select the customer who will receive recurring invoices:

• Choose from existing customers
• Customer email required for automatic sending

Line Items

Define what's billed each cycle:

Field	Example
Description	"Monthly lawn maintenance"
Quantity	1
Rate	$150.00
Tax	Applicable rate

Line items remain the same each billing cycle unless you edit the template.

Scheduling Options

Frequency

Choose how often invoices generate:

Frequency	Use Case
Weekly	Regular weekly services
Bi-weekly	Every two weeks
Monthly	Standard subscription
Quarterly	Seasonal services
Semi-annually	Twice per year
Annually	Yearly contracts

Billing Day

Specify when invoices generate:

• Day of month: 1st, 15th, last day, etc.
• Day of week: Monday, Friday, etc.
• Custom date: Specific date for annual billing

Start and End Dates

• Start Date: When the first invoice generates
• End Date: (Optional) When recurring ends
• Never Ends: Continues until manually stopped

Note: Invoice generation uses your organization's timezone. Invoices typically generate early in the morning on the scheduled day.

Invoice Generation Settings

Auto-Send

Option	Behavior
Enabled	Invoice emails automatically on generation
Disabled	Invoice created as draft for review

Payment Terms

Set when payment is due:

• Due on receipt
• Net 15, Net 30, Net 45, Net 60
• Custom number of days

Each generated invoice sets its Invoice Date to the generation date, and calculates the Due Date based on these payment terms.

Email Customization

• Use default email template
• Custom message for recurring invoices
• Personalization with merge fields

Managing Recurring Invoices

Viewing All Recurring Invoices

1. Go to Invoices > Recurring
2. See all active and paused templates
3. Filter by status or customer

Editing a Template

1. Click on the recurring invoice
2. Click Edit
3. Modify details
4. Save changes

Changes apply to future invoices only.

Pausing and Resuming

Temporarily stop a recurring invoice:

1. Open the recurring invoice
2. Click Pause
3. Invoice generation stops
4. Click Resume to restart

Useful for:

• Customer vacations
• Seasonal breaks
• Contract negotiations

Canceling vs. Deleting

Action	Behavior
Pause	Temporarily stop; can resume later
Cancel	Permanently stop; template kept for history
Delete	Remove the template entirely

To cancel or delete:

1. Open the recurring invoice
2. Click Cancel or Delete
3. Confirm the action

Previously generated invoices remain in your records regardless of which action you take.

Viewing Generated Invoices

See all invoices created from a template:

1. Open the recurring invoice
2. View Generated Invoices section
3. Click any invoice to view details

Best Practices

1. Start date: Set to the actual service start
2. Review drafts: Use draft mode initially to verify
3. Communicate: Tell customers about automatic billing
4. Monitor: Check regularly for generation issues
5. Update rates: Review and adjust pricing annually

Common Issues

Invoice Not Generating

• Check that the recurring invoice is active
• Verify start date has passed
• Ensure end date hasn't passed
• Check customer has valid email

Wrong Amount

• Edit the template to fix line items
• Future invoices will reflect changes
• Previously generated invoices unchanged

Customer Requests Changes

• Edit the template for rate changes
• Pause and create new for structure changes
• Communicate changes to customer

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