Set Up Recurring Invoices

What this guide covers

This guide explains how to set up recurring invoices in JobsiteOn. You will learn how to create a recurring schedule, configure line items and terms, choose auto-send options, and manage recurring invoices over time.

When to use recurring invoices

Recurring invoices are ideal for:

• Monthly maintenance contracts (HVAC, landscaping, cleaning).
• Retainer-based services.
• Subscription or membership billing.
• Any service billed on a predictable cycle.

Creating a recurring invoice

1. Start the setup

1. Navigate to /invoices and click New Recurring Invoice, or go to /invoices/recurring/new.
2. The recurring invoice setup form opens.

2. Configure the billing details

1. Link the Contact who will be billed.
2. Link the Property if applicable.
3. Add Line Items with the services and amounts for each billing cycle.
4. Set tax and discount settings.

3. Set the schedule

1. Choose the Frequency: weekly, bi-weekly, monthly, quarterly, or annually.
2. Set the Start Date for the first invoice.
3. Optionally set an End Date if the recurring billing has a known conclusion.
4. Set the Due Date Offset (for example, Net 15 from the invoice date).

Screenshot: The recurring invoice schedule configuration showing monthly frequency, a start date of April 1, and a due date offset of Net 30.

4. Configure auto-send

1. Toggle Auto-Send on if you want invoices sent automatically when generated.
2. If auto-send is off, generated invoices are saved as drafts for manual review.

Tip: Start with auto-send off for the first few cycles so you can review the generated invoices before they reach your customer. Once you are confident the setup is correct, enable auto-send.

5. Save the recurring invoice

Click Save to activate the recurring schedule. The first invoice will be generated on the start date.

How recurring invoices work

On each scheduled date:

1. The system generates a new invoice based on your template.
2. The invoice receives a new number and the current date.
3. The due date is calculated from the invoice date plus the offset.
4. If auto-send is enabled, the invoice is sent immediately.
5. If auto-send is off, the invoice appears as a draft in your invoices list.

Animation: A calendar showing monthly invoice generation dates, with each date producing a new invoice that appears in the invoices list.

Managing recurring invoices

Editing the template

1. Navigate to /invoices/recurring.
2. Click the recurring invoice you want to modify.
3. Update line items, pricing, schedule, or contact details.
4. Click Save. Future invoices will use the updated template.

Changes do not affect invoices that have already been generated.

Pausing a recurring invoice

1. Open the recurring invoice.
2. Click Pause.
3. No new invoices will be generated until you resume.
4. Click Resume when ready to restart the schedule.

Stopping a recurring invoice

1. Open the recurring invoice.
2. Click End Recurring or set an end date.
3. No further invoices will be generated after the end date.

Note: Stopping a recurring invoice does not affect invoices that have already been generated and sent. Those continue through their normal lifecycle.

Reviewing generated invoices

Each generated invoice is a standalone record:

• It appears in the main invoices list at /invoices.
• It links back to the recurring template for reference.
• You can edit, send, or void individual generated invoices without affecting the template.

Best practices

• Review the first generated invoice carefully before enabling auto-send.
• Update line item pricing on the recurring template when your rates change.
• Set calendar reminders to review recurring invoices quarterly.
• Use the end date feature for fixed-term contracts to avoid billing after the agreement ends.

Related articles

• Create and Manage Invoices
• Send Invoices to Customers
• Add Line Items and Set Pricing