On the “Create Recurring Invoice” page you should create an invoice which will be regularly sent – automatically – to your client.
The Conditionally Recurring Invoice Profile consists of multiple fields which will be copied to all recurring invoices and fields related only to a specific profile.
The information which will be showed/copied to invoices will be displayed in the following fields:
– A client, client contacts, client address
– Invoice title
– Payment terms
– Invoice Intro
– More options
– Invoice items table
– Payment options
– Internal Note, Client Note, Terms and Conditions

– Template # – the Number of the Recurring Invoice Profile. To change it, go to Settings -> Number Groups (read more here)

– Frequency – The regularity of invoices creation. Here you can set up if your invoice will be send e.g. weekly, monthly, yearly etc.

– First period – On this date the first period of your recurring invoice will end and the invoice will be created – either as draft or it will be send automatically, depends on what you set up (red more on “how would you like to send the invoice?)

Please pay attention, there is a “Date” field, it will be ignored. This field will be calculated automatically, based on the first period and the frequency you set up.

– Delay issues in days – If you want your invoice not exactly be created on the first period date, you can set up delay issue days. If you do so, the date when the invoice will be created will be delayed by the amount of the days you entered. E.g. you your first period end on 23.07.2020 but you want your invoice be created 3 days after that date, you can set the delay issue days to 3 and the invoice will be created on 26.07.2020 instead  of 23.07.2020. You will get a prompt feedback on what date the invoice will be created:

– How many – The number of recurring invoices that should be automatically created from this Recurring Profile. Note: you can leave this field empty – in this case, this profile will create an unlimited number of invoices (until you cancel the Recurring Profile).

Also, if a frequency is selected as well as the Delay Days, you’ll get a message explaining when you should expect your next invoice to be sent. So the first period starts 01.11. + 3 days = 04.11.2019 is the next invoice date, see below:

– Perfomance period is in the future – By default the period of performance will be in the past. But sometimes you might want to send an invoice where the period of performance is in the future (e.g. for server maintenance). So, when activate this feature you can set the delay issue days into a negative amount.

Please note that by default the invoice issue date (it’s the date that will be on the invoice) will be date of the first period. If you deactivate this feature, the invoice issue date is the date when the invoice will be created. Please make sure you set up the invoice issue date regarding to the regulation in your country.

Example: The period of performance is 01.08.2020 – 31.08.2020. The Delay issue days are -7. So, in this example the invoice will be created on 25.07.2020 but the invoice date is the 01.08.2020. If you would deactivate “Invoice issued date is first date of period” the invoice date would be the 25.07.2020.

– How would you like to create your invoice? – you can choose the first option ‘Create invoice as a draft’ – in this case, the recurring invoices will be created as Proforma Invoices –  this invoice will not be sent to your client until you click the send button (more about Proforma Invoices here).
If you choose the ‘Create and Send’ option, then the invoices will be automatically activated and sent to the client:

All the auto-generated invoices through the Recurring Profile will be shown on the Invoices list (Sales -> Invoices):

You can review all invoices linked to this Profile – just go to the Recurring Invoice Profile preview (click on a specific recurring invoice from the Recurring Invoices list) and click ‘Show all invoices’ or ‘Unpaid invoices’ if you only want to find the unpaid invoices, for instance:

If you add an attachment to a recurring invoice, the attachment will be at the end of the preview mode:

Note: If you checked the checkbox “Draft/ProForma Invoices have a separate number” in the settings – this option will not apply to reccuring invoices. There will be no separated number, only the invoice number. More Infos HERE

On each Recurring Invoice Profile you will find a very helpful option – as soon your are choosing the client –  ‘Include unbilled time and expenses’:

This feature allows you to automatically include all new timesheets and expenses (related to your invoiced client) to the recurring invoices.

The ‘Include unbilled timesheets and expenses’ window has 4 simple parts, as you can see below:

1. Add time entries

Here you can choose the project/projects which time entries you want to add to the recurring invoices. In other words, each new invoice will automatically include new unbilled time spent working on the project you are billing.
You also can choose ‘Projects created in the future’ – in this case, the invoices will incorporate the time from all the projects that will be created in the future (according to the recurring invoice profile):

If a project is using a flat amount you’ll see a notice. Click to set the recurring amount. We recommend to create the recurring invoice from the project.

Check ‘Attach a detailed timesheet report’ to include the project time report for each invoice. This report shows all time logged – date of time, project, task, time notes, amount of hours and totals.

You can select if you want to add the detailed timesheet as separate PDF file to the mail (default) or if you want to include the detailed timesheet to the invoice PDF. Please note that the second option only works if you you using “create and send” option for the recurring profile. If you using “Create invoice as draft” the detailed timesheet will be added in any case as a separate PDF file.

Please note that when you attach unbilled timesheets and you attach a detailed timesheet report to the invoice but you have “create invoice as draft” active, the complete invoice with the timesheet report will be create not until you activate the invoice.

Exact or Infinite Period?

If you choose ‘Infinite period’ – the first recurring invoice will include all time entries older then the start day of the Recurring Invoice Profile.
If you choose the ‘Exact period’ – the first invoice will include time entries older than the start day but not older than one frequency period:

Reminder: You can choose here the start day (‘First period’) and the frequency:

Always remember to choose ‘Delay issues in days’ – if you need to approve time entries before including them in the invoices:

2. Add expenses

Here you can choose ‘All unbilled expenses for this client’ and your invoices will include all the expenses related to this client and not invoiced yet.
‘Only expenses for selected projects’ – invoices will include unbilled expenses assigned to projects that you have chosen in the section ‘Add time entries’.
‘No expenses’ – invoices will not include expenses related to the client.

3. Add mileages

Here you can also choose “All unbilled mileages for this client” which then includes all the mileages related to the chosen client, which are not invoiced yet.
“Only Mileages for selected projects” – invoices will include mileages assigned to projects that you have chosen in the section “Add time entries”.
“No mileages” – invoices will not include mileages related to the chosen client.

4. Add subtotals

Choose this option if you want to calculate separate subtotals for expenses, timesheets and mileages. More about subtotals here.

5. Invoice format

Here you can group the timesheet information featured on the invoices. Read more here.

6. Manual invoices for projects with recurring invoice

If you want to create a manual invoice for a project that is added to a recurring invoice you can either disconnect this project from the recurring invoice or you enable “Allow generate manual invoice for project included to recurring profile” on the preferences: Learn more

Choose the recurring invoice you want to change and press in the preview “edit”:

Click in the Arrow (1) and “reload client address block”(2):

In the next window you can see the changes. Press “save” to update the address:

The changes will be seen directly. Press “save” to update the whole recurring invoice:

If active, you can create now for projects that are added to a recurring invoice manual invoices. In the following two screenshots you will see the difference whether you enable this feature or not.

If not active, you can only click “show recurring invoice” – it is not possible to create a manual invoice for that projects:

If active, you can generate an invoice as if there isn’t any recurring invoice:

Then, you can enter the new next invoice date for the invoice:

After you changed the invoice date, the next invoice will be sent on the date your entered. The period will stay the same and will continue as usual after the manual invoice date.

On project settings/billing method select flat project amount as billing method. After, you can set total flat amount, recurring amount, frequency and quantity (number of invoices to be created).

Example: total flat amount is $60,000; recurring amount $5,000, frequency monthly and quantity 12.
In this case for 12 months an invoice over $5,000 will be created/send.

Tip: You don’t have to enter a quantity. If the amount to be invoice is 0 no invoice will be created.

When creating the recurring invoice you can set further details such as start date, invoice format, and other invoice information. Here’s more about recurring invoices →

If the recurring billing is active, you will see all details about the next billing on that window.

What happens if the remaining recurring amount is not exactly the entered recurring amount?

If the remaining amount is less than the set up recurring amount it just adds the remaining amount to the invoice, If the amount is 0 it doesn’t creates an invoice.

What happens is there’s a remaining amount but all invoices are send?

If all invoices are created (quantity is 0) the amount stays remaining, nothing will happen to it autmatically. You could create a manual invoice for it, more here →