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Invoices and estimates

How to create a recurring invoice (automatic billing)

In Payments › Invoices & Estimates, click New › New Recurring Invoice, choose the customer and products, and set the frequency, start date and end condition. The system then creates and sends the invoice for you every period.

Updated on

Before you start

  • Connect a payment provider (for example, Stripe) in Payments › Integrations so customers can pay online.
  • The customer must exist in Contacts with an email or mobile number.
  • Double-check price, taxes and frequency before activating: once active, a recurring invoice can't be edited.
Where to find it

Payments › Invoices & Estimates › New › New Recurring Invoice

Step by step

Create the recurring invoice

  1. In the left menu, open Payments and click Invoices & Estimates.
  2. Click New (top right) and choose New Recurring Invoice.
  3. Check your business details and select the customer.
  4. Click Add an item and choose the products or services. Adjust price, quantity and taxes.
  5. In How often?, choose daily, weekly, monthly, yearly or a custom interval (for example, every 2 weeks or the first Monday of each month).
  6. Choose the start date (when the first invoice goes out).
  7. Set the end: on a specific date or after a number of invoices. With no end, it keeps going until you stop it.
  8. (Optional) Under Send in advance, choose how many days before the due date the customer receives the invoice.
  9. (Optional) Under Additional Options, add terms and conditions, late fees, processing fees, tipping or an attachment.
  10. Review everything while it's still a draft, then click Send (or schedule it) to activate.

Stop a recurring invoice

  1. In Payments › Invoices & Estimates, open the list of recurring invoices.
  2. From the invoice's three-dot menu (⋮), choose End.
  3. Confirm. No more invoices are created, and the ones already sent stay in the history.

See the invoices already created

  1. From the recurring invoice's three-dot menu (⋮), choose View History (or click Details).
  2. Each invoice shows a status: Sent, Overdue, Paid or Not Sent (delivery failed and it needs to be resent).

Tips

  • Send-in-advance example: an invoice due on the 18th sent 2 days early reaches the customer on the 16th.
  • Use Clone from the three-dot menu to create another recurring invoice with the same settings for a different customer.
  • To download a recurring invoice as a PDF, use Copy Link, open the link in a new tab and click the download option.

Common problems

  • I can't edit the recurring invoice → You can only edit it while it's a Draft. If it's already Active or Scheduled, end it and create a new one with the right details.
  • I can't delete the recurring invoice → It can only be deleted if it has never sent an invoice. Otherwise, use End.
  • An invoice shows as "Not Sent" → Delivery failed. Check the customer's email and mobile and resend that invoice.
  • The recurring invoice isn't in Subscriptions → That's expected: recurring invoices live in Invoices & Estimates, not in the subscriptions list.

Frequently asked questions

What's the difference between active and scheduled?

Active is already creating invoices. Scheduled starts on a future date and can still be deleted or ended before it begins.

Can I set a start date in the past?

No. A recurring invoice starts today or on a future date.

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