Recurring invoices

A recurring invoice is a schedule that produces the same invoice on a regular cycle — a monthly retainer fee, a quarterly license, a weekly service charge. Rather than send anything automatically, each cycle creates a fresh draft for you to review and send, so nothing goes to a client without a set of eyes on it. Recurring invoices live on the Recurring tab of Invoices and are an owner or admin feature.

Creating a schedule

1. Open Invoices and select the Recurring tab.
2. Select New recurring invoice.
3. Choose a client under Choose a client….
4. Pick a Frequency — Weekly, Monthly, Quarterly, or Yearly.
5. Set the First issue date, the date the first draft should be minted.
6. Add an optional Subject and build the Line items.
7. Select Create schedule.

Payment terms, taxes, and notes are not set on the schedule itself. They come from your Configure defaults, or a client's overrides, at the moment each draft is created — see configuring invoices and e-invoicing.

Frequency and next issue date

In the schedule list, each row shows its Frequency, its Next issue date, the line-item Amount, and its Status. The next issue date is the schedule's clock: when that date arrives, a draft is generated and the date advances by one cycle. The First issue date you entered becomes the first Next issue date.

Automatic issuance

On each cycle the system mints a draft invoice from the schedule's line items and current defaults — it does not send it. The draft lands in your Overview list like any other, where you review it, adjust anything that changed this period, mark it sent, and record payment. This keeps recurring billing hands-off to create but deliberate to send. Because issuance runs on a schedule in the background, drafts appear on their own without you opening the app.

Pausing and resuming

A schedule is either Active or Paused:

1. Select Pause on an active schedule to stop it minting new drafts. Its status changes to Paused.
2. Select Resume on a paused schedule to start it again.

Pausing is the right move for a client who is between engagements — it holds the schedule without losing its line items or cadence. To end a schedule for good, select Delete; invoices it has already created stay exactly where they are. For how the resulting invoices behave, see free-form invoices.