Recurring Invoices
Automate repeat billing on a schedule.
Recurring invoices create invoices automatically for repeat billing.
When to Use Recurring Invoices
Use recurring invoices for retainers, subscriptions, maintenance plans, monthly services, recurring licenses, or any billing that repeats on a predictable schedule.
Create A Recurring Invoice
- Open Finance > Recurring Invoices.
- Select New template.
- Choose the customer account.
- Add invoice line items, taxes, discounts, and terms.
- Choose the recurring frequency and interval.
- Set the start date and next generation date.
- Choose whether billing uses generated invoices or a gateway subscription.
- Configure payment methods, offline instructions, and email behavior.
- Save the recurring invoice template.
Recurring invoice creation uses the invoice form in recurring mode, so review it as carefully as a normal invoice.
Before saving, preview the customer-facing invoice format when possible. Check customer, contact, line items, taxes, payment terms, numbering, email delivery, and public payment options because these choices repeat over time.
Setup Checklist
- Customer
- Start date and schedule
- Line items
- Taxes and discounts
- Payment terms
- Email delivery behavior
- Next run date
Confirm Customer Agreement
Before activating a recurring invoice, compare the template against the customer agreement. Confirm billing frequency, start date, renewal or end date, price, tax, payment terms, included services, and who should receive the invoice.
If the agreement is still being negotiated, keep the recurring template paused or use a draft until the terms are final.
Manage A Recurring Invoice
From the recurring invoice detail page, you can:
- edit the template;
- pause the template;
- resume a paused template;
- generate an invoice now;
- duplicate the template;
- delete the template;
- open generated invoices.
Use Generate Now only when you intentionally need an invoice outside the normal schedule.
If you generate manually, check whether an invoice for the same billing period already exists. Manual generation can create duplicate billing if the scheduled run already produced an invoice.
Change A Recurring Template
When updating a recurring template, decide whether the change affects future invoices only or whether past generated invoices need correction. Updating the template does not automatically explain or fix invoices already sent to the customer.
For price or scope changes, add a note to the customer-facing invoice terms or internal billing notes so the next invoice is easy to understand.
Generated Invoices
Generated invoices appear on the recurring invoice detail page with invoice number, issue or due date, status, total, and amount due. Open generated invoices to review delivery, payment, or editing details.
Monitor Runs
Review recurring invoices regularly. If an expected invoice was not created, check the schedule, paused/cancelled state, customer details, template, and email settings.
Review the first generated invoice before trusting the schedule. Confirm invoice number, due date, line items, total, delivery state, payment link, and customer email activity.
Before Pausing Or Deleting
Pause a recurring invoice when billing should stop temporarily. Delete only when the template should not be used again. Before deleting, review generated invoices so the billing history remains clear.
If a customer cancels, pause before the next run date and confirm whether a final invoice, refund, or credit note is required. Keep the generated invoice history available for future reconciliation.