Recurring Invoices

Automate your billing with recurring invoices. Set up once and invoices are generated automatically on your schedule.

Overview

Recurring invoices allow you to:

• Automate invoice generation for subscription services
• Set up monthly, weekly, daily, or yearly billing cycles
• Automatically send invoices to clients
• Track recurring revenue
• Pause or resume recurring billing as needed

Creating a Recurring Invoice Profile

From Invoice Form

1. Navigate to Invoices in the sidebar
2. Click Create Invoice
3. Fill in invoice details (client, line items, amounts, etc.)
4. Enable Make Recurring toggle
5. Configure recurring settings:
   • Frequency: Choose from Daily, Weekly, Monthly, or Yearly
   • Auto Send Email: Enable to automatically email invoices when generated
6. Click Save

The invoice is created immediately, and a recurring profile is set up for future billing.

From Recurring Invoices Page

1. Navigate to Recurring Invoices in the sidebar
2. Click Create Recurring Profile
3. Fill in profile details:
   • Name: Descriptive name for the profile (e.g., "Monthly Subscription - Acme Corp")
   • Client: Select the client
   • Frequency: Daily, Weekly, Monthly, or Yearly
   • Invoice Template: Configure line items, tax rate, notes, and terms
   • Auto Send Email: Enable to automatically email generated invoices
4. Click Save

Frequency Options

Daily

• Invoices generated every day
• Best for: Daily services, high-frequency billing

Weekly

• Invoices generated every 7 days
• Best for: Weekly subscriptions, retainer services

Monthly

• Invoices generated on the same day each month
• Best for: Monthly subscriptions, recurring services
• Most common option

Yearly

• Invoices generated once per year
• Best for: Annual contracts, yearly subscriptions

Managing Recurring Profiles

Viewing All Profiles

1. Navigate to Recurring Invoices
2. View all active and paused profiles
3. See:
   • Profile name
   • Client name
   • Frequency
   • Status (Active/Paused)
   • Next run date
   • Last run date

Pausing a Profile

1. Find the profile in the list
2. Click Pause button
3. Confirm the action

Paused profiles won't generate invoices until resumed.

Resuming a Profile

1. Find the paused profile
2. Click Resume button
3. The profile will resume generating invoices on the next scheduled date

Editing a Profile

1. Find the profile
2. Click Edit button
3. Update:
   • Profile name
   • Frequency (next run date recalculates automatically)
   • Invoice template (line items, tax rate, notes, terms)
   • Auto send email setting
4. Click Save

Deleting a Profile

1. Find the profile
2. Click Delete button
3. Confirm deletion

Warning: Deleting a profile stops all future invoice generation. Existing invoices are not affected.

Invoice Generation

Automatic Generation

Invoices are automatically generated by the system:

• On the scheduled date based on frequency
• Using the invoice template from the profile
• With auto-incremented invoice numbers
• With current date as issue date
• With due date calculated based on your payment terms

Auto-Send Email

If Auto Send Email is enabled:

• Generated invoices are automatically sent to the client
• Invoice status is set to "Sent"
• Client receives email with PDF attachment

If disabled:

• Invoices are created as "Draft"
• You can review and send manually

Invoice Template

The invoice template includes:

• Line Items: Description, quantity, and rate for each item
• Tax Rate: Applied to all generated invoices
• Notes: Internal notes or client-facing notes
• Terms: Payment terms and conditions

Updating Templates

1. Edit the recurring profile
2. Update line items, tax rate, notes, or terms
3. Save changes
4. Future invoices will use the updated template

Note: Changes only affect future invoices, not already-generated ones.

Tracking Recurring Revenue

Viewing Generated Invoices

1. Navigate to Invoices
2. Filter or search for invoices
3. Look for invoices with recurring profile names in notes

Reports

View recurring revenue in:

• Reports → Revenue Analytics: See revenue trends
• Dashboard: View upcoming recurring invoices

Best Practices

• Clear naming: Use descriptive profile names (e.g., "Monthly Retainer - Client Name")
• Review templates: Periodically review invoice templates for accuracy
• Monitor status: Check active/paused status regularly
• Set realistic frequencies: Choose frequencies that match your service delivery
• Use auto-send: Enable auto-send for reliable client communication
• Track changes: Document when you pause/resume profiles

Troubleshooting

Invoices Not Generating

1. Check profile status is "Active"
2. Verify next run date has passed
3. Check system logs for errors
4. Ensure client email is valid (if auto-send enabled)

Wrong Invoice Amounts

1. Edit the recurring profile
2. Review invoice template line items
3. Update quantities or rates as needed
4. Future invoices will use corrected amounts

Client Not Receiving Emails

1. Verify "Auto Send Email" is enabled
2. Check client email address is correct
3. Review email delivery logs in Settings
4. Ensure email service is configured

Next Steps

• Managing Invoices - Learn about invoice management
• Automation & Workflows - Set up advanced automation
• Client Portal - Enable clients to view invoices