Recurring Invoice Email Delivery
Control how recurring invoices are generated, reviewed, and sent to customers.
Recurring invoice email delivery depends on the recurring template schedule and the customer's billing details. Review both before activating automated billing.
Automated delivery is useful only when the invoice should be sent without a manual review each period.
Before You Enable Delivery
Confirm the customer, recipient email, invoice items, taxes, payment terms, currency, template, and next invoice date. If the invoice should include supporting files or notes, add them before the template starts generating invoices.
Use manual invoice creation instead when each billing period needs a custom review before the customer receives the invoice.
If the first generated invoice should be reviewed manually, keep the recurring invoice paused or disable automatic email delivery until the test is complete.
Review the sender identity and email template too. A recurring invoice can be financially correct but still confuse the customer if the subject, body, payment instructions, or reply-to mailbox is outdated.
Generated Invoices
Recurring templates create invoices from the saved schedule. Review generated invoices from the recurring invoice detail page to confirm the template is producing the expected records.
If a generated invoice needs changes, edit the invoice itself. If all future invoices need the same change, edit the recurring template.
After editing the template, review the next generated invoice to confirm the change appears as expected.
Do not edit only the generated invoice when the same error will repeat next period. Fix the recurring template, then add a note to review the next generated invoice before it is sent.
Sending Behavior
When recurring invoices are configured to email customers, keep the recipient and payment instructions current. If customer contacts change, update the template before the next generation date.
Pause the recurring invoice when billing should stop temporarily. Delete or archive it only when the template should not generate future invoices.
If a customer says they did not receive the email, check invoice activity, recipient address, mailbox/provider delivery, spam/quarantine, and whether the invoice was generated but left unsent because delivery was disabled.
If automatic delivery is enabled, also confirm reminder settings. Automated invoice delivery and reminder delivery should not send conflicting messages.
Recipient Changes
When a billing contact changes, update the recurring invoice template, customer contact record, and any finance email template or internal note that names the old recipient. Then review the next generated invoice before it sends.
Delivery Checks
Before the next generation date, confirm recipient email, public payment link, invoice template, taxes, payment instructions, and any attachments. After delivery, confirm the invoice status and email activity.
For the first live run, compare the generated invoice, customer email, PDF, payment page, and finance report. These should match on customer, amount, currency, due date, tax, payment method, and invoice number.
Create a review task for the first live run of any important recurring invoice. Automated delivery should become hands-off only after the first cycle is correct.
First Live Run Checklist
For the first generated invoice:
- compare template and generated invoice
- review recipient and sender identity
- preview the public payment page
- confirm attachments and notes
- verify email activity
- check payment status and finance reports after collection