Articles on: Finance

Recurring Invoices

Recurring Invoices


Set up automatic recurring invoices for subscription billing, retainers, and regular services.


What are Recurring Invoices?


Recurring invoices are automatically generated on a schedule. Set them up once, and the system creates and sends invoices automatically.


Why Use Recurring Invoices?


Benefits:

  • Save Time: No manual invoice creation
  • Consistency: Same invoice every period
  • Never Miss: Automatic generation
  • Professional: Timely, consistent billing


Creating a Recurring Invoice


Step 1: Create Invoice Template


  1. Create Invoice: Go to Finance → Invoices → New Invoice
  2. Set Up Invoice:
  • Select client
  • Add line items (products or custom)
  • Set amounts
  • Configure all details
  1. Don't Send Yet: Keep as draft or save


Step 2: Enable Recurring


  1. Open Invoice: Open the invoice you created
  2. Find Recurring Section: Look for "Recurring" or "Subscription" settings
  3. Enable Recurring: Toggle recurring on
  4. Configure Schedule:
  • Frequency: Daily, weekly, monthly, yearly
  • Start Date: When to begin generating
  • End Date: When to stop (optional)
  • Number of Occurrences: How many times (optional)


Step 3: Save Recurring Profile


  1. Save Settings: Save recurring configuration
  2. Profile Created: Recurring invoice profile created
  3. Automatic Generation: System generates invoices on schedule


Recurring Frequencies


Monthly


Most common for:

  • Subscriptions: Monthly service subscriptions
  • Retainers: Monthly retainer fees
  • Rentals: Monthly rental payments


Configuration:

  • Frequency: Monthly
  • Day of Month: 1st, 15th, last day, etc.
  • Start: Next occurrence date


Weekly


For:

  • Weekly Services: Weekly service fees
  • Consulting: Weekly consulting retainer


Configuration:

  • Frequency: Weekly
  • Day of Week: Monday, Tuesday, etc.
  • Start: Next occurrence date


Yearly


For:

  • Annual Subscriptions: Yearly service fees
  • Annual Contracts: Yearly contract payments
  • Licenses: Annual license renewals


Configuration:

  • Frequency: Yearly
  • Date: Specific date each year
  • Start: Next occurrence date


Custom Intervals


Some systems support:

  • Bi-weekly: Every 2 weeks
  • Quarterly: Every 3 months
  • Semi-annually: Every 6 months
  • Custom: Any interval


Managing Recurring Invoices


Viewing Recurring Profiles


  1. Go to Finance → Recurring Invoices (if available)
  2. See all active recurring profiles
  3. View:
  • Client
  • Amount
  • Frequency
  • Next generation date
  • Status


Editing Recurring Profile


  1. Open Profile: Click recurring profile
  2. Click "Edit": Edit button
  3. Make Changes:
  • Update amounts
  • Change frequency
  • Modify schedule
  • Update client
  1. Save: Changes apply to future invoices


Note: Changes don't affect already-generated invoices.


Pausing Recurring


Temporarily stop generation:

  1. Open Profile: Click recurring profile
  2. Click "Pause": Pause button
  3. Confirm: Recurring paused
  4. Resume Later: Can resume anytime


Stopping Recurring


Permanently stop:

  1. Open Profile: Click recurring profile
  2. Click "Stop" or "Cancel": Stop button
  3. Confirm: Recurring stopped
  4. No More Invoices: Future invoices won't generate


Generated Invoices


Automatic Generation


System automatically:

  1. Generates Invoice: Creates new invoice on schedule
  2. Uses Template: Copies from recurring profile
  3. Sends Email: Emails invoice to client
  4. Records Payment: Tracks when paid


Viewing Generated Invoices


  1. Go to Finance → Invoices
  2. Filter by "Recurring" or "Subscription"
  3. See all invoices from recurring profile
  4. Each invoice is independent (can edit individually)


Editing Generated Invoices


Generated invoices can be edited:

  1. Open Invoice: Click generated invoice
  2. Edit: Make changes if needed
  3. Save: Changes saved
  4. Note: Edits don't affect recurring profile


Best Practices


  1. Test First: Create test recurring invoice
  2. Verify Amounts: Double-check amounts before enabling
  3. Set Clear Dates: Use consistent dates (1st, 15th, etc.)
  4. Monitor First Few: Watch first few generations
  5. Update Promptly: Update profile if client changes
  6. Communicate: Let clients know about recurring billing
  7. Review Regularly: Check recurring profiles periodically


Common Scenarios


Monthly Retainer


Setup:

  1. Create invoice for $2,000
  2. Add line item: "Monthly Consulting Retainer"
  3. Enable recurring: Monthly
  4. Start: Next month 1st
  5. Save
  6. Invoice generates automatically each month


Annual Subscription


Setup:

  1. Create invoice for $1,200
  2. Add line item: "Annual Software License"
  3. Enable recurring: Yearly
  4. Start: Next year same date
  5. Save
  6. Invoice generates annually


Weekly Service


Setup:

  1. Create invoice for $500
  2. Add line item: "Weekly Marketing Services"
  3. Enable recurring: Weekly
  4. Start: Next Monday
  5. Save
  6. Invoice generates every week


Troubleshooting


Recurring not generating?

  • Check recurring profile is active
  • Verify start date has passed
  • Check end date hasn't passed
  • Verify client still exists
  • Check system is running


Invoice not sending?

  • Check SMTP settings
  • Verify client email address
  • Test email connection
  • Check spam folder


Wrong amount in invoice?

  • Update recurring profile
  • Future invoices use new amount
  • Existing invoices keep original amount
  • Edit individual invoices if needed


For more help, see Common Issues.


Next Steps



Updated on: 13/03/2026

Was this article helpful?

Share your feedback

Cancel

Thank you!