Adaptive AI Knowledge Base
Automation, Workflows & AI
What is a Recurring Invoice?
Key Benefits of Recurring Invoices
- Automate repetitive invoicing tasks and focus on running your business.
- Reduce manual errors by using a consistent template.
- Receive payments on a regular, dependable schedule.
- Strengthen customer trust with timely and organized invoices.
How to Create a Recurring Invoice
Go to the Invoices Tab
Navigate to the Payments section from the left menu and click on Invoices & Estimates. This is where you can manage all your invoices, including recurring ones.
Create a New Recurring Invoice
Click the New button in the top right corner, then select New Recurring Invoice. This option allows you to set up an invoice that automatically repeats on your chosen schedule.
Add Business and Customer Details
Configure Invoice Frequency
Understanding Invoice Frequency
Frequency settings determine how often and when your invoices are generated. Here are some common patterns:
Regular Intervals: Invoices are generated at equal time gaps (for example, every 2 days, every week, or every month). Once you set the interval, invoices will keep generating until you stop them manually. Example, If the first invoice is due on July 5 and you set a 7-day interval, the next invoice will be due on July 12, then July 19, and so on.
Set Start and End Dates
Choose the Start Date for when the first invoice should be sent, and define the End condition (a specific date or after a certain number of occurrences). This ensures the recurring invoice runs only for the desired period.
Send in Advance
Invoices can be sent to the customer a few days before the actual due date. This ensures customers have enough time to review and complete payment before the due date arrives. Example, If an invoice is due on July 18 but you choose to send it 2 days earlier, the customer will receive it on July 16. The next invoice due on August 1 will be sent on July 30.
- Allow customers to add a tip on top of the invoice amount. Useful for service-based businesses.
- Upload supporting documents, contracts, or additional details that should accompany the invoice.
End a Recurring Invoice
From the More Options (⋮) menu inside the invoice, select End Recurring Invoice. This immediately stops any future invoices from being generated, while preserving the history of invoices already sent.
View Invoice History
- An Active template is currently generating invoices as per its schedule. You cannot edit or delete it, but you can choose to it if you want to stop future invoices.
- A Scheduled template is set up to begin generating invoices at a future date. While you cannot edit it, you can still delete or end it before the cycle starts.
- A template marked as Canceled will not generate any further invoices. It remains visible for reference, but it can only be deleted if no invoices were ever sent from it.
- A Completed template has finished generating invoices, usually because it reached its end condition (like a set number of cycles). Like Canceled templates, it can only be deleted if no invoices were actually sent.
Manage Recurring Invoice Templates
From the Recurring Templates list view, click the More Options (⋮) menu next to a template to manage it. Available actions include:
- See invoices generated by the template.
- Open the template to review its details.
- Stop future invoices while keeping past ones intact.
- Remove the template (only possible if no invoices have been sent).
- Duplicate the template for reuse with similar settings.
- Save the invoice as a reusable template for automation.
Viewing Sent Invoices and Payment Status
From the Recurring Templates page, click Details to open a side panel showing all invoices generated by that template. Each invoice will have one of the following statuses:
- Invoice was delivered successfully
- Invoice was sent but payment is still pending
- Invoice has been paid by the customer
- Delivery failed due to a system error and needs to be resent
You can also view these statuses inside the invoice builder when the recurring template is scheduled.
- Go to Payments → Invoices.
- Locate the active recurring invoice. Click the three-dot (⋮) menu.
- Click on. Open the link in a new tab.
- Select and the PDF will start downloading.
Frequently Asked Questions
Q: Can you cc in recurring invoices?
At this time, Adaptive AI does not offer a native option to automatically CC (carbon copy) recipients on recurring invoices within the recurring invoice setup flow. You can specify the primary recipient (the customer), but there’s no built-in field or UI setting to CC additional email addresses on each occurrence of a recurring invoice.
Q: Can I pause or modify a recurring invoice after it has been set up?
Yes, you can pause or edit a recurring invoice at any time. Simply navigate to the Recurring Invoices section, select the specific invoice, and update the schedule or details as needed.
Q: Will customers receive automatic reminders for unpaid recurring invoices?
Adaptive AI does not send automatic reminders for unpaid recurring invoices by default. However, you can set up automated workflows using triggers to send reminders for overdue payments.
Q: Can I add custom notes or terms to recurring invoices?
Yes, you can include custom notes or terms in recurring invoices. This is helpful for communicating important details like payment policies or personalized messages to your customers.
Q: I Voided my Recurring Invoice, but why is the system still sending invoices to the client every month? When you Void an invoice, you are only canceling that single month's bill. The system's underlying Recurring Schedule remains active and will continue to generate and send a new invoice each subsequent month.
To permanently stop the automated series, you must terminate the entire schedule:
- Navigate to Payments → Invoices & Estimates.
- Select the Recurring tab (on the far right of the screen).
- Find the client's active schedule and click the three dots (...).
- Select End.
Q: If I add a discount to a recurring invoice, will it stay there forever?
If you add a "Discount" to the specific Invoice Draft, it only affects that one payment. If you add a discount to the Recurring Template, it will apply to every future payment. For a one-time reduction, always edit the specific draft, not the template.
Why this happens
- Invoices don’t account for trial settings.
Recommended solution is to create two separate invoices:
Invoice 2: Recurring subscription invoice sent after the trial period ends.