How to create recurring Invoices

Recurring billing or invoicing is a convenient way for your customers to pay automatically without re-entering their payment details each time. This is particularly useful for subscription-based products, allowing you to send invoices regularly. Here’s how you can set up and manage recurring invoices in Stack.

What is a Recurring Invoice?

A recurring invoice is scheduled in advance to automatically send to customers who have purchased a recurring service or product. Once set up, these invoices will be sent out without needing further action from you.

Note: We recommend using Stripe Connect with Invoices. If you choose not to use Stripe Connect, you’ll need to manually record payments.

How to Create a Recurring Invoice

1. Navigate to the Invoices tab under the Payments section.
2. Click on New and select New Recurring Template from the All Invoices or Recurring Templates page.

Understanding Invoice Frequency Settings

Invoice frequency settings allow you to define when and how often invoices are sent. Here are some examples to illustrate different scenarios:

• Example 1:

  • First invoice due: July 5, 2022
  • Second invoice due: July 7, 2022
  • Subsequent invoices: July 9, 11, and 13

• Example 2:

  • First invoice due: July 18, sent two days in advance (July 16)
  • Second invoice due: August 1, sent two days in advance (July 30)

• Example 3:

  • First invoice due: September 2, sent on the same day
  • Second invoice due: November 2, sent on the same day

• Monthly Example:

  • First invoice due: August 1 (first Monday of August)
  • Invoices sent one day in advance
  • Last invoice of the year due: December 5

Status and Action Types in Recurring Templates

Each recurring template can have various statuses and actions:

• Draft: Editable
• Active: Not editable
• Scheduled: Not editable
• Canceled: Not editable
• Completed: Not editable

Note: Canceled and Completed invoices can only be deleted if no invoice has been sent. Deleted templates do not appear in the list view.

Viewing Sent Invoices and Their Payment Status

To view sent invoices and their status:

• Click on Details to see the list of sent invoices and their current status. Possible statuses include:
  • Sent: Successfully sent to the customer
  • Overdue: Sent on time but not yet paid
  • Paid: Invoice has been paid
  • Not Sent: System error in delivery, needs resending

FAQ

What is Shown in the List View?

The list on the Recurring Templates page displays all created recurring templates. Each template generates and sends invoices based on the specified frequency and customer details.

How Can I Get Notified Upon Receiving Payment?

Notifications are sent to both the sender and receiver upon invoice payment success or failure. You can also create custom automations using invoice triggers in workflows.

How to Stop Sending Future Invoices?

To stop future invoices, use the End option from the Actions dropdown on the Recurring Templates list page. You can also end the recurring invoice from within the invoice builder.

Can I Modify the Price, Discount, or Taxes for Future Occurrences?

No, you cannot change the price, discount, or taxes after scheduling a recurring invoice. However, you can edit and resend individual invoices if needed.

Can I Change the Frequency Setting of an Ongoing Recurring Invoice?

No, frequency settings cannot be changed once a recurring invoice is scheduled.

Which Products Can I Add to Recurring Invoices?

Only one-time products (not subscriptions) can be added to a recurring invoice. For recurring products, define the frequency within the invoice frequency setting.