Recurring Invoices
Automate repeat billing with recurring invoice schedules — set up once and let GST Bill generate invoices automatically on your chosen schedule
Table of Contents
Recurring Invoices
(Pro Plan feature)
If you bill the same customer for the same services every month (or week, quarter, or year), recurring invoices save you time by generating those invoices automatically on schedule.
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How Recurring Invoices Work
1. You set up a recurring invoice template once — customer, items, amounts, schedule 2. The system generates a new invoice automatically on each scheduled date 3. Each generated invoice gets a fresh sequential invoice number 4. You can review, send, or modify each generated invoice before it goes out (or set it to send automatically)
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Creating a Recurring Invoice
1. Go to Invoices → Recurring Invoices 2. Click Create Recurring Invoice 3. Fill in the details:
Customer and Items
- Select the customer (same as a regular invoice)
- Add line items — description, quantity, rate, HSN/SAC code, tax rate
- These will be the same on every generated invoice
Schedule
| Setting | Options |
|---|---|
| Frequency | Daily, Weekly, Monthly, Quarterly, Yearly |
| Start Date | When the first invoice should be generated |
| End Date | Optional — leave blank to run indefinitely |
| Next Invoice Date | Automatically calculated based on frequency | - Annual subscription: Frequency = Yearly, Start Date = renewal date → generates once a year
- Weekly services: Frequency = Weekly → generates every 7 days
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Managing Recurring Invoices
From Invoices → Recurring Invoices you can:
- View all active and paused recurring schedules
- Edit the template (changes apply to future generated invoices)
- Pause a recurring schedule temporarily
- Resume a paused schedule
- Delete a recurring schedule (stops all future generation)
> Deleting a recurring schedule does not delete invoices that were already generated from it.
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Generated Invoices
Each invoice generated by a recurring schedule is a regular invoice — it has its own invoice number, can be edited, sent by email, marked as paid, and downloaded as a PDF, just like any manually created invoice.
Generated invoices appear in your main Invoices list alongside manually created invoices.
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Invoice Events Log (Pro)
Pro users can view the Invoice Events log which tracks all actions on recurring invoices — when each was generated, sent, paid, and any changes made. This gives you a complete audit trail for your recurring billing.
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Common Use Cases
- Monthly retainer fees for clients
- Annual software or service subscriptions
- Weekly or fortnightly service billing (cleaning, maintenance, etc.)
- Quarterly rent or lease invoices
- Recurring consulting or advisory fees
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Frequently Asked Questions
Q: Will the invoice amount change automatically if my rates change?
Example Schedules
- Monthly retainer: Frequency = Monthly, Start Date = 1st of the month → generates on the 1st every month
Q: Can I set different tax rates for different periods? No. The tax rate is set on the template and applies to all generated invoices. Update the template if rates change.
Q: What happens if the system is down on the scheduled date? Generated invoices may be slightly delayed but will be created on the next available run. No invoices are skipped permanently.
Q: Can I upgrade from Regular to Pro to get recurring invoices? Yes. Upgrade to Pro from your dashboard and recurring invoice functionality will be available immediately.
Q: Does a recurring invoice auto-send to the customer? Generated invoices are created in Draft or Sent status depending on your template settings. If set to auto-send, the invoice email is dispatched automatically on generation.
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📧 Need help? Contact support: admin@gst-bill.com