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Recurring Billing

Recurring billing automates invoice generation for regular, repeated charges like managed services, subscriptions, and maintenance agreements.

Overview​

Recurring billing helps you:

  • Automate monthly service billing
  • Track MRR (Monthly Recurring Revenue)
  • Reduce manual invoice creation
  • Ensure consistent billing

Viewing Recurring Items​

Navigate to Billing → Recurring to see all recurring billing items.

Recurring Item List​

The list shows:

  • Item name
  • Client
  • Amount
  • Frequency
  • Next invoice date
  • Status

Creating a Recurring Item​

  1. Click + Add Recurring
  2. Enter item details:
    • Name - Description of the charge
    • Client - Who to bill
    • Amount - Recurring amount
    • Frequency - Monthly, Quarterly, Annually
    • Start Date - When billing begins
    • End Date - When billing ends (optional)
  3. Configure options:
    • Tax
    • Pro-rate first invoice
    • Email notification
  4. Click Save

Billing Frequencies​

FrequencyDescription
WeeklyEvery 7 days
MonthlyOnce per month
QuarterlyEvery 3 months
Semi-AnnualEvery 6 months
AnnualOnce per year

Recurring Item Types​

Common recurring items:

  • Managed Services - MSP agreement fees
  • Subscriptions - Software/service subscriptions
  • Maintenance - Regular maintenance charges
  • Hosting - Server/hosting fees
  • Support - Support plan charges

How It Works​

Automatic Invoice Generation​

  1. Set up recurring item with schedule
  2. On scheduled date, invoice is created
  3. Invoice can be auto-sent or held for review
  4. Process repeats on next cycle

Configuration Options​

  • Auto-send - Automatically email invoice
  • Review first - Create as draft for approval
  • Combine items - Multiple items on one invoice

Managing Recurring Items​

Editing​

  • Change amount or description
  • Modify frequency
  • Update dates

Changes apply to future invoices only.

Pausing​

Temporarily suspend billing:

  1. Open recurring item
  2. Click Pause
  3. Select resume date (optional)

Cancelling​

End recurring billing:

  1. Open recurring item
  2. Click Cancel
  3. Confirm cancellation

Pro-Rating​

When starting mid-cycle:

  • Calculate partial amount for first invoice
  • Full amount on subsequent invoices

Example: $100/month service starting mid-month = ~$50 first invoice

Reporting​

Recurring reports include:

  • MRR (Monthly Recurring Revenue)
  • ARR (Annual Recurring Revenue)
  • Churn rate
  • Growth trends

Integration with Contracts​

Link recurring items to contracts:

  • Billing terms match contract
  • Auto-end when contract expires
  • Track contract vs billing

Best Practices​

  1. Use for predictable charges - MSP fees, subscriptions
  2. Match to contracts - Align with service agreements
  3. Review before sending - Catch errors early
  4. Track MRR - Monitor recurring revenue health
  5. Update when rates change - Keep pricing current
  6. Document in contracts - Formalize agreements