How do I create a recurring template?

• Create Recurring Templates
  • Invoice Details
  • Add Unbilled Time and Expenses
  • Dynamic Variables
  • Template Settings
  • Recurring Schedule
  • Save Recurring Templates
• Manage Recurring Templates
• Deactivate Recurring Templates
• FAQs

Create Recurring Templates

• On the Dashboard, select the Create New... button, then select Recurring Template
• Select the Invoices section, then select the Recurring Templates sub-section, and select New Recurring Template
• Select the Clients section, then select a Client, select the Recurring Templates sub-tab and then select the + button to create a recurring template assigned to this client

Invoice Details

• Company, Client, and Invoice Details - Choose a client and update the Date of Issue, Due Dates, Invoice Number and Reference Number as needed with the steps in How do I create an invoice? here
  • Note that the generated Invoice’s Number will increment +1 based off the most recently created invoice, whether that invoice was made by a recurring template or manually
• Items, Services and Taxes - To bill your clients for your goods and services, select the Add a Line button, and add items, services and sales taxes with the steps in How do I create an invoice? here
• Subtotal Area, Notes and Terms
  • Add a Discount - Reduce the invoice’s total by applying an amount or percentage-based discount
  • Notes - Notes are unique to each Invoice and will not be remembered for next time, this is useful for any comments, details and temporary information applicable to this specific client only
  • Terms - Terms are remembered from the last created or edited Invoice, this is useful for terms of service, contractual obligations or payment instructions that is applicable to all clients. If you need to change your terms, ensure your updated terms are on your most recently created invoice

Add Unbilled Time and Expenses

1. On the recurring template, ensure a client is selected
2. Select the Add a Line button
3. Then select Import Unbilled Time and Expenses
   
   
4. For Import Unbilled, choose whether to import All unbilled time and expenses, Unbilled time only, or Unbilled expenses only
5. If importing unbilled time, choose the time entry format by selecting on Detailed, Grouped or Simple - for details on the formatting, review How do I generate an invoice? here, or select Show Preview to view an example of each format
6. Select Save to apply the formatting
7. You will now have any future time entries and/or future expenses automatically imported onto this recurring template.  
   
   
    

Dynamic Variables

• ::month:: - Month on issue date when invoice is generated
• ::year:: - Year on issue date when invoice is generated
• ::quarter:: - Quarter on issue date when invoice is generated
• +# or -# - # represents a number, to be used together with Month, Year or Quarter to add or subtract based on issue date when Invoice is generated

Template Settings

• For This Template
  • Accept Online Payments - Accept bank transfers (US only), credit cards, and more through Barclaycard, FreshBooks Payments, PayPal, or Stripe Standard. Your settings for online payments will be remembered based on the last invoice created
  • Customize Invoice Style - Change the template, logo or banner, color and font with the steps in How do I customize my logo and theme? here
• For This Client - Once you’ve selected a client on your recurring template, you can modify their late reminders, charge late fees, and currency and language like any other invoice with How do I create an invoice? here

Recurring Schedule

• How Often? - Choose between Weekly, Monthly, Yearly, or Custom for the frequency
• Next Issue Date - Choose when you want the recurring template to generate the first invoice; if set to the last day of the month (e.g., Dec 31), it’ll automatically adjust to the last day on a shorter month like Feb 28 or Apr 30
• Number of Invoices - Choose between Infinite to generate invoices indefinitely, or enter the number of invoices to generate next to Remaining
• Delivery Options - Choose between Send invoices automatically or Create Draft invoices and send manually (this option will not stop Recurring Payments from occurring if payment is saved, even if the invoices are generating drafts first)
• Payment Options - Check the box off next to Allow clients to save credit cards to make automatic payments to accept online payments

Save Recurring Templates

1. In the To: field, the primary client's email is automatically checked off as a sender, along with any secondary contacts you’ve sent to on a recent invoice, estimate or proposal, review What are clients? here for more details
2. If needed, check off any additional contacts' emails to send the invoice to
3. Personalize the email to your client as needed
4. Select the Save button and you’ll be taken back to the Recurring Templates section. If the recurring template is set to generate an invoice the same day you created it, this will now appear in your list of invoices.

Manage Recurring Templates

• Edit - Select the pencil icon and you’ll be taken to the edit view of the recurring template where you can adjust and save afterwards
• Delete - Select the trash can icon to delete the recurring template. You can view all deleted recurring templates by selecting on the deleted link at the bottom of the list

• All recurring templates will display the Recurring Template ID, frequency and the number of invoices left to generate (if applicable)
• Select any recurring template for a preview of the generated invoice, the banner at the top will indicate how Invoices are being generated:
  • Automatically Created - Invoices are generated and saved as drafts only
  • Automatically Sent - Invoices are generated and emailed to the client
• At the bottom of any recurring template, select the View invoices from this Recurring Template link to find all generated invoices

• Pause / Restart Recurring - Pause a recurring template if you want it to stop generating invoices, or resume an inactive recurring template to start generating invoices again
• Archive - Move the recurring template to your list of archived recurring templates
• Delete - Move the template to your list of deleted recurring templates

Deactivate Recurring Templates

1. Select the Invoices section
2. Then select the Recurring Templates sub-section
3. Next, select the recurring template you want to pause
4. Then select the More Actions button
5. Select Pause Recurring and the template will no longer generate new invoices.
   
   

FAQs

1. Select the Invoices section
2. Check the box off next to the invoice you want to copy
3. Select the More Actions button
4. Then select Duplicate
5. Next, under Settings, select Make Recurring and continue with making your recurring template. When you're done, delete the original invoice afterwards.

• Auto-Draft - Generate a draft invoice only for you - if Recurring Payments have been activated, the payment will still be billed even if the invoice is generated as a draft
• Auto-Sent - Generate an invoice and email it to your client
• Card / Account Saved - Generate an invoice, bill the client's saved payment information if Recurring Payments is activated, and send a payment notification email to the primary client
• Inactive - No longer generating any invoices