Manage Recurring Invoices
Pause, resume, duplicate, generate, or delete recurring invoice templates.
Recurring invoice management controls what happens after the template is created. Use these actions carefully because they affect future billing.
Review recurring invoices before each billing change, plan change, or customer contract change. A recurring template can continue creating invoices after the person who created it stops checking it.
Pause a Recurring Invoice
Pause a recurring invoice when billing should stop temporarily. Pausing keeps the template available but prevents new scheduled invoices while paused.
Use pause for temporary holds, seasonal pauses, billing disputes, service suspensions, or customers who are changing plans. Add an internal note or task so the team knows when to review it again.
Before pausing, check whether an invoice has already been generated for the current period. Pausing stops future generation, but it does not automatically cancel or credit invoices already created.
Resume a Recurring Invoice
Resume when billing should continue. Before resuming, review the next generation date, line items, customer contact, and amount.
Also check taxes, payment terms, invoice template, and delivery settings. If the customer changed plans while the template was paused, update the template before resuming.
After resuming, add a reminder to review the next generated invoice. This confirms the paused period and any plan changes did not create an incorrect billing cycle.
Duplicate a Recurring Invoice
Duplicate when you need a similar billing schedule for another customer or a similar service. Review every customer-specific field before activating the copy.
Do not duplicate and activate in one pass without checking customer, currency, line items, schedule, start date, email recipients, and payment method.
Review Before Any Action
Before pausing, resuming, duplicating, generating, or deleting, open the recurring invoice detail and review:
- current customer and billing contact
- next generation date
- line items, taxes, discounts, and total
- latest generated invoice
- unpaid or disputed invoices
- customer notes, payment methods, and email delivery
Recurring invoice actions affect future billing, so treat them as finance changes rather than simple list actions.
Generate an Invoice Manually
Use manual generation when you need to create the next invoice outside the normal schedule. Review the generated invoice before sending it.
Manual generation should not create surprise duplicate billing. Check whether an invoice was already generated for the same period before using this action.
After manual generation, open the generated invoice and review status, line items, due date, email delivery, and payment link before sending it to the customer.
Delete a Recurring Invoice
Delete only when the recurring template should no longer be used. If billing may resume later, pause it instead.
Before deleting, confirm there are no pending customer conversations, unpaid generated invoices, or accounting records that need the template for context.
Customer Communication
When recurring billing changes, tell the customer what changed and when it takes effect. This is especially important for paused billing, resumed billing, price changes, canceled subscriptions, and manual catch-up invoices.
Keep the communication aligned with the next generated invoice so finance and the customer are looking at the same billing period.
Period Review
Before pausing, resuming, duplicating, or manually generating a recurring invoice, confirm the billing period that the next invoice represents. Recurring billing mistakes usually come from creating a duplicate period, skipping a period, or sending a catch-up invoice without explaining it.
After any manual action, open the generated invoice and confirm date range, line items, due date, payment instructions, and customer email before sending.