Recurring invoice template field reference
This article describes the fields available when creating or editing a recurring invoice template.
General
| Field | Description |
|---|---|
| a. Template name | The name you’ll see when selecting the template. |
| b. Team member | The team member who will receive the payments. Defaults to the person creating the invoice. |
| c. 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. |
| d. Description | An optional description of what is included in the invoice. Supports account shortcodes based on custom fields and date shortcodes. |
| e. Payment method | 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 . |
Recurrence setting
| Field | Description |
|---|---|
| a. Start | 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). |
| b. First invoice date | The date of the first invoice. Displayed when Specific date is selected for Start. |
| c. Number of payments | The number of invoices to send. |
| d. Frequency | The time interval between invoices. |
Custom schedules
Custom schedules let you tweak recurring invoice schedules further—for example, the 25th every 4 months, bi-monthly, every second Tuesday. To set up a custom recurrence, select Custom in the Frequency dropdown.
Start, First invoice date, and Number of payments behave as described above. Selecting Custom adds two more fields:
| Field | Description |
|---|---|
| a. Issue invoice every | Number of time periods between each invoice. For monthly recurrences starting on the 29th, 30th, or 31st, the invoice is sent on the last day of months without that date. |
| b. Frequency | Time period used for the recurrence—days, weeks, months. |
You’ll also see the expiration date—the date when the last invoice should be paid according to the schedule.
QuickBooks settings
Note
The QuickBooks settings section is displayed only if location and class tracking are enabled in QuickBooks. To enable, go to Account and Settings > Advanced > Categories in QuickBooks and turn on tracking locations and/or classes.| Field | Description |
|---|---|
| QuickBooks class | Class sent to QuickBooks. Not visible to clients. |
| QuickBooks location | Location sent to QuickBooks. Not visible to clients. |
Automatic invoice payment and additional settings
| Field | Description |
|---|---|
| a. Automatic invoice payment | Toggle on so that 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. With it off, invoices are sent on schedule but the client pays manually each time. |
| b. Email invoice to client | Displayed only when Automatic invoice payment is on. 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. |
Line items
| Field | Description |
|---|---|
| a. Add line item | Click + Line item to add a service: fill in Rate, quantity, Description (optional), and tax rate . Select Class for QuickBooks (not visible to clients). |
| b. Discount | Click + Discount to add a discount. |
| c. Manage line items | Per-line item actions: delete via the trash icon, or use the three-dot menu to edit, duplicate, delete, or create a new service from the line. |
| d. Settings | Controls which columns are displayed. Description and Service date are hidden automatically if empty; Rates & Qty and Tax must be hidden manually. |
Summary
| Field | Description |
|---|---|
| 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/VAT/GST rate | Editable when there are no line items; with line items, requires the Tax column to be enabled. More on sales tax . |
| Tax/VAT/GST amount | Calculated automatically from Subtotal × Tax rate—both the percentage and dollar amount are displayed. |
| Total | Calculated automatically from Subtotal + tax amount. |
Note to client
| Field | Description |
|---|---|
| Note to client | A note or payment details message displayed in the client portal and in the PDF invoice. Supports shortcodes. |
Payment schedule
| Column | Description |
|---|---|
| Payment schedule | The date the invoice will be issued and the invoice amount. |
Invoice totals
| Field | Description |
|---|---|
| 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). |
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