How to Create and Manage Recurring Invoices in CRM
Understanding Recurring Invoices
Recurring invoices are automated billing templates that generate and send invoices to your customers on a predetermined schedule. They eliminate the need for manual invoice creation each billing cycle, making them ideal for subscription services, retainers, or any ongoing customer agreements. By automating this process, you ensure consistent, timely billing while reducing administrative overhead.
Benefits of Using Recurring Invoices
Implementing recurring invoices offers several advantages for your business:
- Time Efficiency: Automate repetitive billing tasks and focus on core business activities.
- Reduced Errors: Maintain consistency and accuracy by using predefined templates.
- Predictable Revenue: Establish regular payment cycles for improved cash flow management.
- Customer Satisfaction: Provide clear, professional billing that builds trust and convenience.
Creating a Recurring Invoice
Access the Invoices Section
Navigate to Payments in the left menu, then select Invoices & Estimates to access your invoice management dashboard.
Initiate a New Recurring Invoice
Click the New button in the top right corner and choose New Recurring Invoice from the dropdown menu.
Enter Invoice Details
Complete the invoice template with your business information and select the customer receiving the invoice. Add line items from your product catalog, set quantities, prices, and applicable taxes.
Configure Billing Frequency
Use the How often? dropdown to set your billing interval. Options include daily, weekly, monthly, yearly, or custom periods. This determines how often new invoices will generate automatically.
Set Schedule Parameters
Define when the billing cycle begins with a Start Date and establish an End condition—either a specific end date or a maximum number of occurrences. You can also schedule invoices to send in advance of their due date to give customers processing time.
Additional Customization Options
Enhance your invoices with several optional features:
- Add Terms and Conditions to outline payment policies
- Enable automatic Late Fees for overdue payments
- Include Processing Fees if your payment settings allow passing these costs to customers
- Offer Tipping functionality for service-based businesses
- Attach supporting documents or contracts
Important: Review all details carefully while the invoice remains in Draft status. Once activated, frequency, pricing, and tax settings cannot be modified.
Managing Existing Recurring Invoices
Viewing Invoice History
Access the More Options menu (⋮) within any recurring invoice and select View History to see all generated invoices from that template. This shows sent dates, due dates, and payment statuses for complete tracking.
Stopping Recurring Invoices
To discontinue future billing while preserving historical records, open the More Options menu (⋮) and choose End Recurring Invoice. This immediately halts automatic generation of new invoices.