How to set up recurring invoices

Before you start

• The customer's name and email address
• What you are charging, split into line items, with price and quantity
• How often it repeats and the date of the first invoice
• Your payment terms, for example net 14 or due on receipt
• Whether you want to review each invoice or let it send itself

Choose the interval carefully

Match the interval to how you agreed to bill. Rent, memberships and retainers are usually monthly. Maintenance and licences are often quarterly or yearly. Classes can be weekly. If the customer pays at the start of the period, set the first invoice date to the start of it.

Decide: send automatically or review first

Sending automatically is best when the amount never changes. Creating the invoice without sending lets you adjust a figure first, which suits work that varies with hours or usage. You can change this setting later.

Check the first run

The first invoice tells you whether the setup is right. Look at the line items, the total, the due date and the invoice number. Fix the plan if anything is off, because every later invoice copies it.

Changing or stopping a plan

Change the amount by editing the plan, and the new figure applies from the next invoice. Pause the plan if the customer is away, and resume it when they return. Invoices already issued are not changed.

How to get started

1. 1

   Add the customer

   Enter their name and email, and tag them if you bill groups.

2. 2

   Create the plan

   Add the line items and choose weekly, monthly, quarterly or yearly.

3. 3

   Set the first date

   Pick when the first invoice should be created.

4. 4

   Choose send or review

   Send automatically, or create the invoice for you to check.

5. 5

   Check the first invoice

   Confirm the amount, due date and number before relying on it.

Frequently asked questions