Recurring Invoices

With recurring invoices, you automate invoicing for regular services such as monthly maintenance contracts, subscriptions, or retainer agreements.

Benefits

• Time savings: Set up once, generate automatically
• No forgetfulness: Invoices are created on time
• Consistency: Each invoice has the same line items and amounts
• Overview: All recurring revenue at a glance

Creating a Template

Step 1: Open Recurring Invoices

1. Go to Invoices
2. Click on Recurring in the header
3. Click on New Template

Step 2: Enter Basic Data

• Client: Select the client for this recurring invoice
• Title: e.g., "Monthly Maintenance", "Website Hosting"
• Description: Optional description for internal purposes

Step 3: Recurrence Settings

• Frequency: Weekly, biweekly, monthly, quarterly, or annually
• Start date: When invoices should start being generated
• End date: Optional - for fixed-term contracts
• Day of month: For monthly: On which day (1-28)
• Payment terms: How many days after invoice date the payment is due

Step 4: Add Line Items

Add the invoice line items that should appear on each invoice:

1. Click on Add Line Item
2. Enter description, quantity, unit, and price
3. Repeat for additional line items

Step 5: Options

• Auto-send: Should the invoice be automatically sent by email?
• VAT rate: The tax rate for all line items
• Discount: Optionally a fixed or percentage discount

Managing Templates

Status

Each recurring invoice has a status:

• Active: Invoices are generated on schedule
• Paused: No invoices are generated (can be resumed)
• Ended: The maximum count has been reached or the end date has passed
• Cancelled: Manually terminated

Pausing and Resuming

You can pause an active template at any time:

1. Open the template
2. Click on Pause

To resume:

1. Open the paused template
2. Click on Resume

Manually Generating an Invoice

You can manually generate an invoice at any time:

1. Open the template
2. Click on Generate Now

The generated invoice is created as a draft and can still be modified before sending.

Generated Invoices

All generated invoices are linked to the template. You can:

• Edit the invoice (as long as it is still a draft)
• Send the invoice
• Record payments

Changes to a generated invoice do not affect the template.

Frequencies

Best Practices

Clear Naming

Choose descriptive titles like "Hosting 2024" or "Maintenance Contract Server A" to quickly identify templates.

Regular Review

Check monthly:

• Are all templates still current?
• Were all invoices generated?
• Do prices need to be adjusted?

Set End Date

For fixed-term contracts, always set an end date to stop automatically.

Maximum Count

As an alternative to the end date, you can set the maximum number of invoices (e.g., 12 for an annual contract).

dVersum Tip

Only enable auto-send when you are sure that all details are correct. Otherwise, let the invoice be generated as a draft first and review it before sending.

Availability

Recurring invoices are available starting from the Professional plan. Upgrade now to use this feature.