Set up a recurring invoice
An Admin sets this up. The Recurring tab is on Invoices.
- Open an invoice and click Actions, then Make Recurring. That opens a new series filled in from the invoice. Or open the Recurring tab and click New recurring invoice.
- Enter Series name and Client. Subject, PO / Contract #, and Notes are optional.
- Set Sales Tax Rate (%) and Payment terms. Terms are Due on Receipt, Net 15, Net 30, Net 45, or Net 60.
- Add the lines, plus Shipping or an adjustment if you need them.
- Choose Frequency: Weekly, Every 2 weeks, Monthly, Quarterly, or Yearly.
- Set Start date. End date (optional) and Stop after N invoices (optional) can both be set. Generation stops at whichever comes first.
- Leave Auto-send off to save each new invoice as a draft. Turn Auto-send on to email the client when each invoice is generated. The note under the switch says that.
- Save the series.
On the start date, and again on each later date, Track and Invoice creates the next invoice. The due date follows Payment terms from that invoice date. Time lines and items on it are dated that day. You review a draft and send it yourself. With Auto-send on, the client gets the invoice email, and the invoice is sent.
What your client sees
With Auto-send off, the client receives nothing until you send the draft. With Auto-send on, they get the same kind of invoice email as a normal send, with the invoice PDF. The email subject is Invoice, the invoice number, and your company name.
Common questions
On the Start date, during the daily run. A start date in the future waits until that day. A date already past can create the invoice the next time the run looks for series that are due.
The series repeats the lines you saved. If the hours change, edit the draft before you send it, or send a normal invoice instead. See how to create and send an invoice.
An Admin. Other people do not see the Recurring tab or Make Recurring.
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