Handle Recurring & Repeat Invoices
Manage periodic billing for subscription customers, retainers, and rent. Automatic recurring scheduling is not currently available in the web dashboard — this guide covers the recommended web workflow.
Step-by-step guide
- 1
Understand web dashboard availability
Recurring invoice automation is not currently available in the web dashboard. On the web dashboard, repeat invoices are created manually from Sales > Sale Invoice each billing cycle. If recurring scheduling is available in your mobile app version, use the recurring option shown there instead.
- 2
Create a repeat invoice from Sales > Sale Invoice
Go to Sales > Sale Invoice and click Create Sale Invoice. Select the same customer as the previous cycle. If a copy or duplicate invoice option is available, use it to pre-fill the same items, pricing, and tax details from the last invoice and save time.
- 3
Review items, pricing, and tax before saving
Even for repeat invoices, confirm that item prices, tax rates, and any applicable discounts are still correct before saving. Prices or tax rates may have changed since the last invoice, and it is faster to correct them now than after the invoice is sent.
- 4
Set the correct due date and payment terms
Update the invoice date and due date for the current billing cycle. Select the appropriate payment term (net 15, net 30, or custom) to match your agreement with the customer. The due date calculates automatically based on the term you select.
- 5
Save and share with the customer
Click Save to generate the PDF invoice. Share it with the customer via email or WhatsApp. For high-volume recurring customers, consider scheduling a calendar reminder to create the next invoice at the start of each billing cycle.
- 6
Track outstanding recurring payments
Use the Customers section to view each recurring customer's outstanding balance and payment history. If a customer has unpaid invoices from previous cycles, the ledger view shows all open balances so you can follow up before issuing the next invoice.
Pro Tips
- Add a consistent note such as "Monthly service fee — [Month Year]" on each repeat invoice so the customer can identify the billing period easily.
- Review your recurring customer list quarterly to update pricing when your rates change.
- For customers billed on a fixed schedule, set a recurring calendar reminder on your own calendar to avoid missing a billing cycle.
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