Overview
Recurring Invoices are used to generate Invoices automatically and send them to the Customer, and there are a couple of ways to create recurring invoices.
Recurring invoices run at 6:00 AM local time. Note: On peak days (the first of the month, for instance) they can take a couple of hours to finish.
Table of Contents
Creating a New Recurring Invoice
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, name the generated invoices, choose the frequency, start date, and other details:
Note: The name from the original invoice will be carried over to the recurring template or it can be changed. All recurring invoices generated will show this name on the invoice.
This will then be added to your list of Recurring Invoices which can be found in Admin > Recurring Invoices:
Duplicating a Recurring Invoice
To clone an existing recurring template, select the 3 dots next to the recurring invoice and select 'Duplicate': 
Once you select 'Duplicate', you will be prompted to enter the customer you would like the duplicated invoice to be created for. 
All of the line items, communication settings, and scheduling settings will be carried over to the new invoice automatically. You can also update any settings, change the invoice name, etc. from the template settings page here: 
The newly duplicated invoice will now be saved with the same settings as the original invoice: 
Template Settings
Here you can manage your existing recurring billing, pause them, or update them:
Template Name: Name of the actual recurring invoice template
Frequency: Choose the frequency that you would like the invoices to run
Run Next At: Allows you to choose the date for which the next invoice generated will run
Last day of the calendar month: Have the invoice generate on the final day of the calendar month
Name of invoices that are generated:
This is used to assign a name to all invoices that will be generated from the template.
There is an accompanying tag that can be inserted into the Invoice Template so that the name is visible on your Invoice PDF's.
Tag: {{invoice_name}}
The Invoice Name can also be optionally enabled in the Customer Portal. To enable that, head to Admin > Customer Preferences > Additional Preferences > Show Invoice Name in Customer Portal > Save.
Invoice Template: Allows you to choose the default invoice template or select the customer's specific template
Period Mode:
In Arrears: This means that you are collecting for past work that has already been completed. For example, a billing period that is "the last 30 days".
In Advance: This means that you are collecting funds for work that will be done in the future. For example, a billing period that is "the next 30 days".
Allow generation of blank invoices: Allows you to have the Recurring Template generate even if there are no line items. The default behavior will be to not generate invoices if there are no line items (can also be updated in bulk edit settings).
Email customer the PDF: This will automatically email the customer when the invoice is generated.
Email customer payment receipts: Will add the Paid Invoice PDF when emailing customer the PDF
Mail Physical Invoice (costs money): This will mail a physical invoice to the customer upon invoice generation. (Make sure the customer has a valid physical address and that you have purchased stamp credits first.)
Add any pending Ticket charges: This will scrape up any pending charges on a ticket and collect them on a single invoice for you. By default, all ticket statuses will be included in the pending ticket charges or you can set which ticket statuses pending ticket charges will be added from.
Clear/reset Prepay Hours (before this runs): This resets any leftover 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.
Billing:
Automatically Apply any Customer Credit: This will apply any pending customer credits to the invoice prior to generating a balance. If the credit applied is larger than the balance due, the remaining credit will be reflected on the customer record.
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:
- 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
Adding the Billing Period to an Invoice:
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:
Recurring Line Item Types
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. Search for an item by typing in the product's name.
Data Backup Line
The Data Backup Line is used with our CloudBerry Integration to provide a recurring line item for your Customer's data backup. Once you have the integration setup, you can look for the corresponding Cloudberry user and the package to bill for.
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 is based on Asset type that 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.
You can also charge by the dynamic quantity of assets that appear from an Asset Saved Search. For example, if you want to bill for all assets that meet certain criteria in a saved search.
Here's a video explaining Per-Asset billing:
Customer Contact Counter
The Customer Contact Counter will allow you to set the name of the product you will be billing your customer's employees against and 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 rather than all contacts for the customer.
Here's a video explaining Per-Employee billing:
Remote Access - Contact Counter
The Remote Access - Contact Counter line item type enables you to bill your clients for Remote Access services. The line item type will automatically update to count the number of contacts with Remote Access enabled in their Contact Settings so that you always automatically bill your clients accurately for this service.
Automatic Payments
If you are using a payment gateway integration that supports saved credit cards, you can set up automatic payments on recurring invoices. You can see a list of supported payment gateways here.
To get started, on the recurring template, select the option to 'Auto charge credit card on file.' This will bring up the option to select the customer's card:
Note: You will only see the option to charge the credit card on file if the customer has a saved payment gateway. If not, you will need to either add the card on the customer detail page or have the customer add the card to their customer portal.
Charge card on the Invoice's due date rather than on its creation date: This will allow you to choose to run the payment on the actual due date of the invoice rather than when the recurring invoice was generated. The due date is specified by the invoice's billing terms.
