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Recurring Invoices

Set up automatic monthly, weekly, or quarterly billing for maintenance contracts and subscriptions

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OverviewCreating a Recurring InvoiceHow It WorksManaging Recurring InvoicesCalendar-Safe Date MathTipsQuestions

Overview

Recurring invoices automate regular billing for maintenance contracts, monthly service agreements, or any work you bill on a schedule. Set up the template once with your line items and frequency, and BlueClerk generates real invoices automatically - daily at 1pm UTC (8am Eastern, 7am Central). You can optionally mark them sent automatically, or review before sending.

Creating a Recurring Invoice

Starting a New Template

  1. Click "Finance" in the sidebar
  2. Select "Recurring Invoices" from the flyout menu
  3. Click "New Recurring Invoice"
  4. Fill in the template details:
    • Customer: Choose the customer to bill
    • Frequency: Weekly, Every 2 weeks, Monthly, Quarterly, or Yearly
    • Start date: When the first invoice should be generated
    • End date (optional): When to stop auto-generating invoices
    • Payment terms: Due on receipt, Net 10, Net 15, or Net 30
    • Auto-send: Check this to automatically mark generated invoices as "sent"

Adding Line Items

  1. Click "Add Line Item" to add services or products
  2. Enter description, quantity, and unit price for each item
  3. Check "Taxable" if tax should apply
  4. Tax rate: Enter your tax percentage
  5. Notes: Add any recurring notes for the customer
  6. See live total preview as you edit

Saving the Template

  1. Review all details - customer, frequency, line items, totals
  2. Click "Create Recurring Invoice"
  3. The template is saved and will run on the next scheduled date

How It Works

Automatic Invoice Generation

Every day at 1pm UTC (8am Eastern, 7am Central), BlueClerk checks all active recurring invoices:

  • Generates a real numbered invoice for each recurring template that's due
  • Copies all line items from your template
  • Sets the due date based on your payment terms
  • Links back to the template so you can see which recurring invoice created it
  • Advances the next run date automatically (e.g., monthly template moves forward 1 month)
  • Auto-pauses when end date is reached if you set one

Auto-Send Option

If you enable auto-send on a recurring invoice template:

  • Generated invoices are marked as SENT automatically
  • Customers do NOT receive email automatically yet (Phase 2 will add this)
  • You can still manually email the invoice from the Invoices list

If auto-send is OFF:

  • Generated invoices stay in DRAFT status
  • You review and send them manually when ready

Managing Recurring Invoices

Viewing Your Templates

The recurring invoices list shows:

  • Status: Active or Paused
  • Frequency: How often it runs (Weekly, Monthly, etc.)
  • Next billing date: When the next invoice will be generated
  • Total: Invoice amount
  • Invoices generated: Count of invoices created so far
  • Auto-send flag: Whether invoices are marked sent automatically

Pausing a Template

  1. Find the recurring invoice you want to pause
  2. Click the pause icon or "Pause" button
  3. Template stops generating invoices until you resume it

Resuming a Template

  1. Find the paused recurring invoice
  2. Click the play icon or "Resume" button
  3. Next run date rolls forward to avoid backlog if it was paused for a long time
  4. Invoices resume generating on schedule

Editing a Template

  1. Click the recurring invoice to open it
  2. Edit line items, frequency, dates, or auto-send settings
  3. Click "Save Changes"
  4. Future invoices use the updated template (existing invoices are unchanged)

Deleting a Template

  1. Click the trash icon on a recurring invoice
  2. Confirm deletion
  3. Template is removed - no more invoices will be generated
  4. Existing generated invoices stay - they're real invoices and aren't deleted

Calendar-Safe Date Math

Recurring invoices handle tricky dates automatically:

  • Jan 31 + 1 month = Feb 28 (or Feb 29 in leap years) - not March 3
  • Monthly billing on the 31st lands on the last day of shorter months
  • Works correctly across year boundaries and daylight saving time changes

Tips

  • Use auto-send carefully - Make sure your line items and pricing are correct before enabling
  • Set end dates if the contract has a fixed term
  • Review generated invoices periodically to ensure everything looks right
  • Pause instead of delete if you want to temporarily stop billing but keep the template

Questions

Q: When exactly do invoices get generated? A: Every day at 1pm UTC (8am Eastern, 7am Central). If a recurring invoice's next run date is today or earlier, it generates an invoice and advances to the next occurrence.

Q: What happens if I pause a recurring invoice for 3 months, then resume it? A: The next run date automatically rolls forward to avoid generating a backlog of invoices. It won't create 3 months of missed invoices - it starts fresh from the next appropriate date.

Q: Can I edit an invoice after it's been auto-generated? A: Yes - generated invoices are real invoices and can be edited, sent, or deleted like any other invoice. Changes don't affect the recurring template.

Q: Does auto-send email the invoice to the customer? A: Not yet - auto-send currently just marks the invoice as "sent" status. You still need to manually email it from the Invoices list. Phase 2 will add automatic email delivery.

Q: What if a customer cancels their contract? A: Pause or delete the recurring invoice template. Existing invoices stay in your system.

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