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# 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
3. **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
4. **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](../troubleshooting/common-issues.md).

## Next Steps

- [Creating Invoices](https://help.swellsystem.com/en/article/creating-invoices-e045z0/) - Create invoice templates
- [Payment Processing](https://help.swellsystem.com/en/article/payment-processing-60tmp6/) - Accept automatic payments
- [Managing Products](https://help.swellsystem.com/en/article/managing-products-1gfwqpa/) - Use products in recurring invoices