Recurring Invoices (Basic): Manage schedules, Edit, Duplicate, Delete, Deactivate

Learn everything you need to know about managing your recurring invoices: how to manage schedules, as well as edit, duplicate, delete and deactivate invoices.

Edit recurring invoices

Sometimes, you need to change the details of recurring invoices. For example, a client may ask you to add a service to their subscription. The recurring invoice can be edited at any time: before it has been signed or at any point thereafter.

To edit a recurring invoice, go to Billing > Recurring invoices from the left menu bar, then click the three dots to the right of the recurring invoice you want to change and select Edit. You can click the name of the recurring invoice as well.

In the sidebar that appears, you'll be able to change:

• The start date and the date of the first invoice (if the first invoice has not yet been issued yet)
• Number of recurrences
• Recurrence interval
• Team member responsible for the invoice
• Name of the recurring invoice
• Description
• Line items - for example, you can add more services to the invoice, change the sum, or add a discount. This will affect all subsequently scheduled invoices.
• Unpaid invoices that are planned according to the payment schedule (can be edited after the recurring invoice is accepted by the client). See details below.

Note! The start date, the date of the first invoice, the recurrence interval, and the payment authorization type cannot be changed once the client has signed and accepted the recurring invoice with automatic payment.

After changing the authorized invoice details, you will be able to select whether or not to notify your client about the changes. To do so, toggle on Notify client about invoice changes and add a message describing these changes.

Edit one invoice in a recurring invoice series

When a client asks you to make a change on an invoice -- for example, to adjust the next payment date or to add one more service -- you can edit a specific scheduled invoice without the change affecting all the other invoices in the recurring invoice series.

This can be done only if: 

• The recurring invoice has already been accepted by the client, AND
• The scheduled invoice has not been paid 

To edit a specific invoice, click on the three dots to the right of the invoice you want to change in the Payment schedule section, then select Edit.

There you will be able to change:

• The date the invoice is sent (e.g., you want to send it later due to holidays)
• The team member to whom payments will go
• The description of the invoices
• Line items. For example, you can add more services to the invoice, change the total, or add a discount. This will only affect the selected invoice and not the other scheduled invoices.

Duplicate recurring invoices

Create a copy of the recurring invoice to save some time. This is possible for recurring invoices that are either in Pending or Active status.

To duplicate a recurring invoice, go to Billing > Recurring invoices from the left menu bar, then click three dots to the right of the recurring invoice and select Duplicate.

This will open a Create Invoice window with pre-filled fields. Make any necessary edits to suit your needs, and then click Create.

Deactivate and reactivate recurring invoices

When the client asks to pause the subscription, you can deactivate the recurring invoice. This is possible for recurring invoices that are either in Pending or Active status.

To deactivate an invoice, go to  Billing > Recurring invoices from the left menu bar, then click three dots to the right of the recurring invoice and select Deactivate.

After deactivating, all scheduled invoices will be paused and the recurring invoice will be moved to the Inactive subtab. You can reactivate it anytime by clicking three dots and selecting Activate. Once you do, all invoices that are left unissued will be sent according to schedule.

Delete recurring invoices

If you no longer require a recurring invoice, you can delete it. This can be done for recurring invoices in any status unless a one-time invoice generated by the recurring one has the status 'In progress'.

To delete a recurring invoice, go to  Billing > Recurring invoices from the left menu bar, then click three dots to the right of the recurring invoice and select Delete.

You have the option of deleting both active and inactive recurring invoices. Deleting a recurring invoice will not impact any invoices that have already been sent to your client before the deletion.