Recurring Billing

Set up a recurring invoice schedule so BillCraft automatically creates a new invoice draft each billing cycle — perfect for retainers, subscriptions, and regular service fees.

How recurring billing works

When a recurring schedule runs, BillCraft creates a new invoice in Draft status — it does not auto-send it. You review and send each draft manually, giving you a chance to adjust details before the client receives anything. This also means no invoices are accidentally emailed if you need to pause or modify a schedule.

Creating a recurring invoice

Go to Recurring → New Recurring Invoice. Fill in:

• Client — who this recurring invoice is for.
• Frequency — how often to generate a new draft: weekly, bi-weekly, monthly, quarterly, or annually.
• Start date — the date the first draft should be created.
• End date (optional) — leave blank for an ongoing schedule, or set a date to stop automatically.
• Line items — the items that will appear on every generated invoice. These are copied exactly each cycle.
• Currency, tax, discount — same options as regular invoices; applied to every generated invoice.
• Payment terms — e.g. Net 14, Net 30. The due date on each draft is calculated from the generation date using these terms.
• Payment instructions — optionally load from a saved template in Settings → Organisation.

Managing schedules

The Recurring list shows all your active and paused schedules. From the schedule detail page you can:

• Pause — temporarily stop generating drafts without deleting the schedule.
• Resume — re-activate a paused schedule.
• Edit — update line items, payment terms, or payment instructions. Changes apply to future drafts only, not already-generated invoices.
• Delete — permanently remove the schedule. Already-generated invoices are not affected.

What happens each billing cycle

1. The schedule's next-run date arrives.
2. BillCraft creates a new invoice draft pre-filled with the schedule's line items, client, currency, tax, discount, and payment instructions.
3. The draft appears in your Invoices list with status Draft.
4. You review the draft, make any adjustments (e.g. change a quantity), and click Send Invoice.