Recurring Invoices

How to create recurring invoices?

You can create a Recurring Profile with duration and frequency, fill it with any invoice items, taxes, and discounts, as well as assign it to one or more clients. The Recurring Profile will then automatically create and assign new invoices according to your settings. Once active, the invoices will be viewable and payable by the clients in their START Page.

You can create a new Recurring Profile by navigating to WP-Client → Estimates/Invoices → Recurring Profiles → Add New.

After that, you will be presented with several options from the Recurring Profile creation screen. Each set will be explained below.

Create Invoices as Draft

With this setting, all invoices created by this Profile will be created in "Draft" status. This will allow you to review each invoice individually before it is sent out to the client. 

Once the invoice is reviewed and approved by you, you can edit the invoice in "Open" status, and the invoice will be displayed in the client's START Page, where it can be viewed and paid.

Create Invoices as Open

With this setting, all invoices created by this Profile will be created in "Open" status. This means the invoice will be available to view and pay in the client's START Page immediately after the invoice is generated.

Auto-Charge via Payment Gateway

Auto-Charging invoices allow you to assign an invoice to a client and have that invoice automatically charge multiple times based on a predetermined schedule and frequency. This is very useful for collecting monthly memberships, yearly service dues, recurring retainer fees, and any other scenario where you would need to charge a regular recurring amount to a client.

NOTE: After the client makes a payment on the first invoice (via their selected payment gateway), their account will be automatically charged with the recurring billing amount, based on the settings outlined below. 

It's also important to note that the recurring charge schedule is based on when the client makes the first payment. For example, if a monthly Auto-Charge Recurring Profile is assigned to a client on the 15th of the month, and the client makes the first payment on the 20th, the client will then be charged monthly on the 20th for future payments regarding that invoice.

Invoice Frequency

The "Create Invoice Every" setting will control how frequently the billing is sent out. For example, if set to "Create Invoice Every 15 Days", a new invoice will be generated for the billing amount automatically every 15 days. The "First Creation Date" is a required field, and determines the date that the first invoice is generated by the Recurring Profile.

Billing Cycles

The Billing Cycles setting controls how long the billing will last. For example, if "Create Invoice Every" is set to "15 Days", and the billing cycle is set to "24", the client will be billed every 15 days for 360 days (15 days X 24). If the Billing Cycle is set to "0" or left blank, the client will be billed indefinitely until the admin cancels the recurring charge.

Allow Partial Payment

Checking this box will allow clients to make partial payments on the invoice, for less than the total amount of the invoice. You can also optionally set a minimum required payment along with this setting, or leave as the default of zero. 

Additionally, if partial payments are allowed on an invoice, clients will be able to make a payment of any amount between the minimum required payment and the total amount. For example, if the total invoice amount is $500, and the minimum required payment is $20, the client can make a payment amount anywhere between $20 and $500. 

When a partial payment is made, the invoice will remain open and active on a client's START Page until paid in full.

Send Email/PDF when Generated

When this box is checked, clients will automatically be notified via email when an "Open" invoice is generated and assigned to them. By default (if this box isn't checked), they will not be notified via email, but the invoice will still be available to view and pay in their START Page, regardless of this setting.

Invoice Number

If you have a specific invoice number you would like to use, you can enter it here. If left blank, the invoice number will be automatically generated based on your settings at WP-Client → Settings → Estimates/Invoices.

Due Date

Use this setting to apply an automatic due date to all invoices generated by this Recurring Profile. In this instance, instead of setting a specific due date, you will set a due date "window", designated by a set number of days. For example, if you set the due date as "21 days", then the due date of the generated invoice will be set to 21 days after the invoice generation date.

Late Fee

In setting a due date, you can also set a Late Fee or a charged amount if the payment was made past the due date. This late fee will be automatically applied to an invoice after the previously set due date ended.

Saving Profile

When saving the Recurring Profile, you have the option to "Save Profile as Active", or "Save Profile as Draft", or "Cancel". 

Saving a Profile as "Active" means that the Recurring Profile will begin its "countdown" towards creating its first invoice, and if left alone it will generate invoices based on the settings you supplied above.

Saving a Profile as "Draft" means all of your settings will be saved, and you will be able to come back and edit the Recurring Profile, but no invoices will be created using the profile. 

Cancel will not save the progress that you made in creating a new profile.

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