Creating Recurring Invoices

Creating a Recurring Invoice

What it is about

On the recurring invoice creation form, you define recurring invoicing for a customer, which automatically generates invoices according to a specified schedule. Recurring invoicing is suitable, for example, for monthly service fees or annual contracts. You can also add one-off lines to the invoice, which will be billed only once.

Getting started

Navigate to Recurring Invoices under the Billing section in the left-hand navigation menu. Click the + Add button in the top right corner.

What you can do on this page

Customer

Select the customer to be invoiced from the Customer dropdown menu. The customer's details — name, address, postcode, city, phone, billing method, customer ID, country, and email address — will be filled in automatically.

Recurring Invoicing

Here you define the basic details and validity period of the invoicing.

• Subject — enter a descriptive name for the invoicing, e.g. "IT maintenance"
• Start date — the date when the recurring invoicing begins
• End date — the date when the recurring invoicing ends
• Status — choose Active or Inactive. Active invoicing automatically generates invoices; inactive is disabled but saved in the system.

Billing cycle and invoice scheduling

Here you define how often invoices are created and when they are scheduled.

• Billing cycle — enter the length of the cycle as a number and select the unit, e.g. "1 month"
• Invoice day — the day of the month when the invoice is created, e.g. 23
• Type of billing cycle — select one of three options:
  • From day to day — the cycle is calculated exactly from the start date
  • According to calendar periods (including) — the cycle follows calendar months, including the start date
  • According to calendar periods (excluding) — the cycle follows calendar months, excluding the start date
• Invoice timing — select when the invoice is created in relation to the billing cycle:
  • Before the start of the cycle — the invoice is created before the new cycle begins
  • At the start of the cycle — the invoice is created on the first day of the cycle
  • At the end of the cycle — the invoice is created on the last day of the cycle

On the right, you will see a Upcoming invoices preview that updates in real time and shows the dates of future invoices and billing cycles based on your selected settings.

Invoice

Here you define the details of the invoices to be created.

• Invoice status — select the default status of the invoices: Draft, Ready for billing, Sending, Sent, Reminded, or Partially paid
• Payment terms — select payment terms, e.g. "14 days net"
• Our reference — your reference for the invoice
• Your reference — the customer's reference
• Delivery date — the delivery date for the invoice
• Order number — order number if needed
• Delivery method — e.g. Digital
• Delivery terms — e.g. Digital
• Value added tax — select Standard or Tax exempt
• Seller — select the seller if needed
• Reminder period — number of days after which the invoice will be reminded, e.g. 5 days
• Invoice template — select the invoice template to use, e.g. "Invoice template – Finland"
• Bank account shown on invoice — select the account or leave as default
• Additional information on invoice — free-form additional text that prints on the invoice

Recurring lines

In this section, add products or services that repeat automatically on every invoice. Click + Add to add a new line.

For each line, fill in:

• Product — select a product by product code or name
• Product name — the product name on the invoice
• Quantity — number of units
• Unit — e.g. pcs
• Unit price — unit price excluding VAT
• VAT % — value added tax percentage
• Unit price (incl. VAT) — unit price including VAT (filled automatically)
• Discount % — any discount percentage
• Total and Total (incl. VAT) — line totals (filled automatically)

You can add multiple recurring lines by clicking + Add again. Lines can be deleted using the trash can icon or copied using the copy icon.

One-off lines

One-off lines are products or services billed only once — they are added to the next automatically created invoice and then removed. Click + Add to add a one-off line.

One-off lines require the same details as recurring lines: product, product name, quantity, unit, unit price, VAT %, and possible discount.

One-off lines are typically used for one-time installations, equipment purchases, or other additional charges you want to include in the next monthly invoice.

Save the recurring invoice

Once all information is filled in, click the Save button at the top or bottom of the page. The system will save the invoicing and begin generating invoices automatically according to the defined schedule.

Tips and notes

• Upcoming invoices preview on the right immediately shows how your selected settings affect invoice scheduling — check this before saving.
• One-off lines are a convenient way to add occasional charges to a recurring invoice without them repeating automatically in the future.
• Status field should be set to Inactive if you want to save the invoicing for later use but not activate it yet.
• Invoice status selection determines the status of automatically created invoices — Ready for billing means the invoice is ready to be sent but will not be sent until you send it manually.