Set Up Recurring Invoices

Learn how to create and manage recurring invoices in Billo Invoicing to automate your regular billing and save time.

What Are Recurring Invoices?

Recurring invoices automatically generate new invoices at specified intervals:

  • Weekly subscriptions
  • Monthly retainers
  • Quarterly services
  • Annual contracts

Creating a Recurring Invoice

Step 1: Create Base Invoice

  1. Create invoice as normal
  2. Fill in all details
  3. Set up line items
  4. Configure payment terms

Step 2: Enable Recurring

  1. Toggle Recurring
  2. Select recurrence interval:
    • Weekly: Every 7 days
    • Bi-weekly: Every 14 days
    • Monthly: Every month
    • Quarterly: Every 3 months
    • Yearly: Every year

Step 3: Set Next Date

  1. Choose when first invoice generates
  2. System calculates subsequent dates
  3. Can be adjusted later

Step 4: Save Template

  • Invoice becomes recurring template
  • New invoices generate automatically
  • Original invoice acts as template

How Recurring Invoices Work

Automatic Generation

  • System runs daily (via cron job)
  • Checks for invoices due
  • Creates new invoices automatically
  • Updates recurrence date

Invoice Details

  • New invoice number each time
  • Updated dates (issue and due)
  • Same line items and amounts
  • Same client and settings

Email Sending

  • Respects Send Invoice on Save setting
  • Sends automatically if enabled
  • Uses default email template
  • Includes payment links

Managing Recurring Invoices

View All Recurring

  1. Go to Invoices > Recurring
  2. See all active templates
  3. View next generation date
  4. Check history

Edit Recurring Template

  • Modify structure
  • Update amounts
  • Change intervals
  • Adjust dates

Pause Recurring

  • Disable temporarily
  • Keep template for later
  • Resume when needed

Stop Recurring

  • Convert to regular invoice
  • Stop automatic generation
  • Archive template

Best Practices

When to Use Recurring

  • Monthly retainers
  • Subscription services
  • Regular maintenance
  • Ongoing projects

Setting Up Correctly

  • Use clear descriptions
  • Set appropriate intervals
  • Include all necessary details
  • Test with first invoice

Monitoring

  • Review generated invoices
  • Check payment status
  • Update amounts if needed
  • Handle client changes

Limitations

  • Requires Professional subscription
  • Limited to supported intervals (more in the pipeline)
  • Must have client email
  • Subject to invoice limits

Recurring invoices save significant time for regular billing!