Recurring Invoices
Recurring invoices automate billing for repeating charges such as managed-services agreements, subscriptions, and maintenance fees. Each recurring invoice is a schedule that generates draft invoices on a set cadence.
Overview
Recurring invoices let you:
- Define a per-client billing schedule with a chosen frequency
- Include static line items that appear on every generated invoice
- Add dynamic items whose quantity is calculated from the client's asset counts (including Level RMM device counts) at generation time
- Optionally roll uninvoiced billable time into each generated invoice
- Apply an overall percentage or fixed discount
- Pause and resume a schedule, or generate an invoice on demand
- Track every invoice that a schedule has produced
Recurring invoices live under the Billing section, which is available on plans that include the usage-based billing feature.
Navigate to Billing → Recurring
The list at Billing → Recurring shows every recurring schedule in your organization. You can filter by status (All, Active, Paused) and, when a client filter is set elsewhere in the app, by client.
The table columns are:
| Column | Description |
|---|---|
| Client | Client the schedule bills |
| Status | Active or Paused |
| Frequency | How often invoices generate |
| Amount | Total of the static line items (after discount) per invoice |
| Next Run | Date the next invoice will be generated |
| Generated | Number of invoices this schedule has produced |
The Amount column reflects only the static line items. If a schedule also has dynamic items, those quantities are calculated when the invoice is generated and are not included in this figure.
Creating a Recurring Invoice
- Click Create Recurring Invoice.
- Under Basic Information, choose the Client (required) and, optionally, a Contract to associate with the schedule. The contract list is filtered to active contracts for the selected client.
- Under Schedule, set:
- Frequency — see the table below.
- Day of Month — the day (1–28) on which invoices generate for monthly and longer frequencies.
- Next Run Date (required) — the date the first invoice will be generated.
- Under Line Items, add the static items to include on each invoice. You can select a Product to auto-fill the description and unit price, or enter them manually. Each line accepts a Quantity, Unit Price, and an optional per-item Discount %.
- Optionally add Dynamic Items for count-based billing (see below).
- Optionally configure Billable Time and an overall Discount in the sidebar.
- Add any Notes to print on generated invoices.
- Click Create Recurring Invoice.
A schedule must have at least one valid line item or one dynamic item.
Billing Frequencies
| Frequency | Description |
|---|---|
| Weekly | Every 7 days |
| Every 2 Weeks | Every 14 days |
| Monthly | Once per month, on the selected day of month |
| Quarterly | Every 3 months, on the selected day of month |
| Semi-Annual | Every 6 months, on the selected day of month |
| Annual | Once per year, on the selected day of month |
For weekly and every-2-weeks schedules, the next run date simply advances by 7 or 14 days. For monthly and longer frequencies, the run date moves forward by the appropriate number of months and lands on the configured day of month (clamped to the last day of shorter months).
Dynamic Items
Dynamic items bill by a count that is resolved at generation time, which is useful for per-endpoint or per-asset pricing. For each dynamic item you set a Product, a Count Type, a Unit Price, and optional Min Qty / Max Qty bounds.
Available count types include:
| Count type | Counts |
|---|---|
| Level Endpoints (Workstations + Laptops) | Level-synced workstations and laptops |
| Level Servers | Level-synced servers |
| Level Workstations | Level-synced workstations |
| Level Laptops | Level-synced laptops |
| Level Virtual Machines | Level-synced VMs |
| Level Network Devices | Level-synced network devices |
| All Level Devices | All Level-synced assets |
| All Assets | All assets for the client |
| Contacts | Client contacts |
| Users | Users |
Quantities are calculated based on the client's current counts at the moment the invoice is generated, then bounded by any minimum and maximum you set.
Billable Time
In the sidebar of the create form you can enable Include billable time to automatically add uninvoiced billable time to each generated invoice. When enabled, choose how to group the time entries:
| Grouping | Behavior |
|---|---|
| By Ticket | One line item per ticket |
| Individual Entries | One line item per time entry |
| Summary | A single summarized line item |
You can also provide a Custom Description to override the default line item text.
Discounts
Apply an overall discount to every generated invoice using the Discount card:
- Percentage — a percent off the subtotal.
- Fixed Amount — a flat amount off the subtotal.
Per-item discount percentages can also be set on individual static line items.
How Generation Works
Active schedules are processed automatically by a background job that runs on a schedule. When a schedule's Next Run Date has passed and the schedule is Active, the job generates a new invoice from the template (static items, dynamic items, optional billable time, and any discount), then:
- Sets the schedule's Last Generated date to the current date.
- Advances Next Run Date to the next occurrence based on the frequency.
Generated invoices are created as drafts. Their due date is the generation date plus your organization's default net terms (30 days by default). Review and send each generated invoice from the Invoices list — see the Invoices overview for details. Paused schedules are skipped and do not generate invoices.
If a schedule is linked to a contract, generation requires that contract to still be active and unexpired — generation is blocked while the linked contract is inactive or past its end date.
Managing a Schedule
Open a recurring invoice to view its line items, dynamic items, schedule details, and the history of generated invoices. From the detail page you can:
| Action | Effect |
|---|---|
| Edit | Change the frequency, day of month, next run date, items, discount, or notes |
| Pause Schedule / Resume Schedule | Toggle the schedule between Active and Paused |
| Generate Invoice Now | Immediately create an invoice from the schedule and open it |
| Delete | Permanently remove the schedule |
Editing a schedule affects only invoices generated after the change. Deleting a schedule does not affect invoices it has already generated.
Generated Invoices
The Generated Invoices section on the detail page lists every invoice the schedule has produced, with its number, status, issue date, due date, and total. Click any row to open the invoice. Invoice statuses such as PAID and OVERDUE are managed on the invoice itself, not on the recurring schedule.
Best Practices
- Use schedules for predictable charges — managed-services fees, subscriptions, and maintenance.
- Use dynamic items for per-endpoint billing — let Level RMM device counts drive quantity automatically.
- Review drafts before sending — generated invoices start as drafts so you can verify them.
- Link to a contract — associating a schedule with a contract keeps billing tied to the agreement.
- Pause instead of deleting — pause a schedule during a billing hold so its history is preserved.