Subscription Management and Recurring Invoices

Recurring Invoices are used to generate Invoices automatically and send them to the Customer, and there are a couple ways to create recurring invoices. First, you can do it from the Invoice screen for a new invoice you're creating:



This will bring up the recurring invoice details screen where you can name your recurring template, choose frequency, start date, and other details:



This will then be added to your list of Recurring Invoices which can be found in Admin > Recurring Invoices:



Here you can manage your existing recurring billing, pause them, or update them:

Last day of the calendar month: Have the invoice generate on the final day of the calendar month
Email customer the PDF: This will automatically email the customer when the invoice is generated.
Mail Physical Invoice (costs money): This will email a physical invoice to the customer upon invoice generation. (Make sure the customer has a valid physical address)
Add any pending Ticket charges: This will scrape up any pending charges on a ticket and collect them on a single invoice for you.
Clear/reset Prepay Hours (before this runs): This resets any left over PrePay Hours so they do not roll over.
Keep prices in sync with products if they change: This will make the template automatically update product prices upon invoice creation.
Pause this recurring Invoice: This will pause the Recurring Invoice from doing anything.


Period Mode:
There are two options: In Arrears and In Advance. Choosing In Arrears means that you are collecting for past work that has already been completed, whereas In Advance means that you are collecting funds for work that will be done in the future. Essentially, In Arrears translates to a billing period that is "the last 30 days" and In Advance translates to a billing period that is "the next 30 days".

To display the billing period on a recurring invoice, just add the tag {{billing_period_range}} in a line item description on that invoice like this:


When the recurring invoice is generated, this line item will look like this:



Subscription Related:
This field is used to select a Contract and link it to the Subscription. When a Contract is linked to the Subscription a few things happen:

• The Subscription will show up in the Customer Portal 
• Subscriptions with a contract attached will not show the "Cancel" button in the customer portal
• Notification Sets can be created to alert you when a saved card fails payment on a subscription

Recurring Type:
The Recurring Type is used to select which type of line item to add to your Invoice.

Standard Line Item: 

The Standard Line Item type is used for regular Inventory Products. You can add these as standard line items to the recurring Invoice as normal.

Data Backup Line:

The Data Backup Line is used with our CloudBerry Integration to provide a recurring line item for your Customers data backup.

Asset/RMM Counter:

The Asset/RMM Counter is used to add line items based on the Assets your Customer has. Once you select the line item that is to be added (such as "charge per workstation"), you can then either select a fixed quantity to add, or a dynamic quantity based on Asset type.

The dynamic quantity based on Asset type will count how many Assets that Customer has that are under the selected Asset types, and it will add that number as the line item quantity. For example if a Customer has 3 Assets with the type "Router" and you selected that type in the "Dynamic Quantity" drop-down, then a quantity of 3 of that line item would be added to that recurring Invoice.

Customer Contact Counter:

The Customer Contact Counter will automatically update the line item quantity to match the number of contacts attached to a customer. You can also optionally use Contact Custom Fields and the counter will count the Contacts with those fields entered.