Recurring invoice template field reference
Table of Contents
This article describes the fields available when creating or editing a recurring invoice template.
Recurrence and invoice settings
| Field | Description |
|---|---|
| 1. Template name | The name you’ll see when selecting the template. |
| 2. Starts on | When the first invoice is sent after the client agrees to the recurrence. Options: Upon acceptance (available for recurring invoices with payment authorization only) or Specific date (requires selecting a date in First invoice date). |
| 3. First invoice date | The date of the first invoice. Displayed when Specific date is selected for Starts on. |
| 4. Recurrences | The number of invoices to send. |
| 5. Recurrence | The time interval between invoices. |
| 6. Team member | The team member who will receive the payments. Defaults to the person creating the invoice. |
| 7. Name (visible to client) | The recurring invoice name (e.g., Bookkeeping 2023 or Financial Planning 2024). Visible to clients only for recurring invoices with payment authorization. |
| 8. Description | An optional description of what is included in the invoice. Supports account shortcodes based on custom fields and date shortcodes. |
| 9. Payment methods | How invoices are paid: credit card, bank debit, or both. When the payment provider is disabled, switches to Credit card for all recurring invoice templates. More on payment methods . |
Payment and billing
| Field | Description |
|---|---|
| 1. Payment authorization | Auto-pay: After the client accepts the recurring invoice terms, invoices are issued on schedule and the client’s card or bank account is charged automatically. Available for TaxDome Payments (Stripe) only. Manual payment: Invoices are sent on schedule but the client pays manually each time. |
| 2. Email invoice to client | Replaces the default text in the email notification sent with the invoice. The email is not accessible after sending. Supports account shortcodes based on custom fields and date shortcodes. |
| 3. QuickBooks settings | Location and Class for the invoice to be sent to QuickBooks. Not visible to clients. Displayed only if location and/or class tracking is enabled in QuickBooks (Account and Settings > Advanced > Categories). |
| 4. Line items | Click + Line item to add a service: fill in Rate, quantity, Description (optional), and tax rate . Select Class for QuickBooks (not visible to clients). Click + Discount to add a discount. Use Settings to control visible columns: Description and Service date are hidden automatically if empty; Rates & Qty and Tax must be hidden manually. |
| 5. Summary | Subtotal: The sum of service amounts before tax. Editable when there are no line items; calculated automatically and not editable once line items are added. Tax rate: Editable when there are no line items. With line items, requires the Tax column to be enabled. More on sales tax . Total: Calculated automatically from Subtotal + tax amount. |
| 6. Note to client | A note or payment details message displayed in the client portal and in the PDF invoice. Supports shortcodes. |
| 7. Payment schedule | Review the dates when each invoice will be sent. |
| 8. Invoice totals | A read-only summary showing the amount per invoice (Each payment), the total number of invoices (Number of invoices), and the combined total for the entire recurring schedule (Total amount). |
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