A recurring invoice is a template for a client you bill the same amount on a fixed schedule, for example a monthly retainer. Once it is active, Upcycle creates the invoice for you on each due date.
Before you start
- The client must already be in your customer list.
Steps
- Open Accounting from the side menu, then Recurring invoices.
- Click New recurring invoice.
- Choose the Customer and write a Template name that tells you what it is for, such as "Monthly subscription, marketing services".
- Under Recurrence schedule, choose the Frequency (Daily, Weekly, Monthly, Quarterly or Yearly) and the Interval. An interval of 2 with a monthly frequency means every two months.
- Set the Start date. Add an End date only if the billing should stop on a known day.
- Under Amount & payment, enter the Total amount of each invoice.
- Tick Auto-send if each invoice should be issued to the client as soon as it is created. Leave it off if you want to review each invoice first.
- Click Create recurring invoice. It is saved as a Draft and does nothing yet.
- On the page that opens, click Activate.
Good to know
- Upcycle checks active recurring invoices once a day. The first invoice is created on the start date.
- With Auto-send off, each new invoice appears under Invoices as a draft. Open it, review it and send it yourself.
- With Auto-send on, each new invoice is created as Sent, and the client gets a short email with the invoice number, amount and due date if they have an email address.
- The amount you enter is the full invoice total. A recurring invoice has one amount, not a list of items.
- To stop for a while, open the recurring invoice and click Pause. Click Reactivate to continue.
- Generate now creates the next invoice immediately, without waiting for the schedule.
- You can edit a recurring invoice only while it is a draft or paused.
- The page of each recurring invoice lists every invoice it has generated, with its status.