Setting Up Recurring Invoices

Overview

Recurring invoices allow you to automate billing for regular customers. Set up a template once, and OpenInvoice will automatically generate invoices on schedule.

Creating a Recurring Invoice Template

Step 1: Navigate to Recurring Invoices

1. Go to Recurring Invoices in the main menu
2. Click New Recurring Invoice

Step 2: Basic Information

Fill in template details:

• Template Name - Descriptive name for the template
• Customer - Select customer (or leave blank for multiple customers)
• Currency - Default currency
• Invoice Template - Select invoice template design

Step 3: Schedule Configuration

Set up the billing schedule:

• Frequency - Choose from:
  • Daily
  • Weekly
  • Monthly
  • Quarterly
  • Yearly
  • Custom (specify days)
• Start Date - When to start generating invoices
• End Date - Optional end date for time-limited subscriptions
• Next Generation Date - Automatically calculated

Step 4: Add Line Items

Add products or services:

1. Click Add Item
2. Select from product catalog or enter custom item
3. Set quantity and price
4. Add tax information
5. Repeat for all items

Step 5: Configure Settings

Additional settings:

• Auto-send Emails - Automatically email generated invoices
• Usage-based Billing - Enable usage tracking (optional)
• Status - Active or Paused
• Notes - Internal notes

Step 6: Save Template

Click Save to create the template.

Recurring Invoice Details Page

Each template has a dedicated page with sections:

Overview Tab

• Template information
• Schedule details
• Statistics (revenue, invoices generated, payments)
• Quick actions

Items Tab

• Manage line items
• Add/edit/remove items
• Update quantities and prices

Usage Tab (if enabled)

• Record usage data
• View usage history
• Link usage to invoices

Invoices Tab

• View all generated invoices
• Manual invoice generation
• Filter by status

Notes Tab

• Add internal notes
• Track template changes
• Document special instructions

Schedule Types

Daily

• Generates invoice every day
• Useful for daily services
• Example: Daily consulting fees

Weekly

• Generates invoice every week
• Same day of week
• Example: Weekly retainer

Monthly

• Generates invoice monthly
• Same day of month (or last day if day doesn't exist)
• Example: Monthly subscription

Quarterly

• Generates invoice every 3 months
• Example: Quarterly service fees

Yearly

• Generates invoice annually
• Example: Annual license fees

Custom

• Specify exact number of days
• Flexible intervals
• Example: Every 45 days

Usage-Based Billing

Enable usage-based billing for:

• Metered services
• Consumption-based pricing
• Variable billing amounts

Setting Up Usage-Based Billing

1. Enable Usage-based Billing when creating template
2. Record usage data periodically
3. Invoices generated based on usage
4. Amount calculated automatically

Recording Usage

1. Open the recurring invoice template
2. Go to Usage tab
3. Click Record Usage
4. Enter:
   • Usage period
   • Quantity/amount
   • Unit price (if different)
5. Save usage record

Template Management

Activating/Deactivating

• Active - Invoices will be generated automatically
• Paused - Generation paused, can resume later
• Cancelled - Template cancelled, no more invoices

Editing Templates

1. Open the template
2. Click Edit
3. Make changes
4. Save

Note: Changes affect future invoices, not existing ones.

Duplicating Templates

Create similar templates quickly:

1. Open the template
2. Click Duplicate
3. Edit as needed
4. Save as new template

Automatic Invoice Generation

How It Works

• Cron job runs automatically (configured in settings)
• Checks for templates due for generation
• Creates invoices from templates
• Sends emails if auto-send enabled
• Updates next generation date

Manual Generation

Generate invoices manually:

1. Open the template
2. Go to Invoices tab
3. Click Generate Invoice
4. Invoice is created immediately

Generated Invoices

Viewing Generated Invoices

1. Open the recurring invoice template
2. Go to Invoices tab
3. View all generated invoices:
   • Invoice number
   • Generation date
   • Amount
   • Status
   • Link to invoice

Invoice Details

Generated invoices are regular invoices:

• Can be edited (with caution)
• Can be sent manually
• Can accept payments
• Track status normally

Best Practices

1. Clear Naming - Use descriptive template names
2. Test First - Create test template before production
3. Monitor Generation - Check generated invoices regularly
4. Update Items - Keep line items current
5. Set End Dates - For time-limited subscriptions

Next Steps

• Subscription Management - Manage active subscriptions
• Usage-Based Billing - Set up metered billing