🔁 Recurring Invoices
Recurring Invoices Overview
Recurring invoices are your automated billing assistant. Instead of creating the same invoice every month for subscription services or regular contracts, you set up a template once and Otutu automatically generates invoices on your schedule. It's like having a billing department that never sleeps.
Why This Matters
Manual recurring billing is tedious and error-prone. Missing a monthly invoice means delayed payments and unhappy clients. Automated recurring invoices ensure you get paid on time, every time, while reducing administrative work. They're essential for any business with subscription models, retainers, or regular service contracts.
Prerequisites
Client setup completed
Regular billing requirements identified
Step-by-Step Instructions
1. Create Recurring Template
📸 Image Placeholder: Recurring invoice form with schedule options
Go to Sales → Recurring Invoices
Click "New Recurring Invoice" button
Select the client for recurring billing
2. Set Up Invoice Template
📸 Image Placeholder: Line items and pricing configuration
Add products/services that will be billed regularly
Set quantities and unit prices
Configure taxes and discounts
These details will copy to every generated invoice
3. Configure Schedule
📸 Image Placeholder: Schedule management slide-over form
Click "Manage Schedule" to set billing frequency
Choose frequency: Daily, Weekly, Monthly, or Yearly
Set start date (when first invoice generates)
Configure end conditions: Never, After X invoices, or On a specific date
4. Set Frequency Details
📸 Image Placeholder: Frequency-specific options
Weekly: Choose day of week (Monday, Tuesday, etc.)
Monthly: Choose day of month (1st, 15th, last day, etc.)
Yearly: Choose month and day
Custom: Set specific intervals (every 2 weeks, every 3 months, etc.)
5. Configure End Conditions
📸 Image Placeholder: End type and limits configuration
Never: Continues indefinitely until you stop it
After: Stops after generating specified number of invoices
On: Stops on specific date
Set maximum occurrences or end date as needed
6. Set Additional Options
📸 Image Placeholder: Auto-send and timezone settings
Choose timezone for schedule calculations
Enable auto-send to email invoices automatically
Set preferred send time during the day
7. Review and Approve
📸 Image Placeholder: Template review and approval interface
Review all template details and schedule settings
Check the schedule description and timeline
Click "Approve" to activate the recurring schedule
Once approved, the system will start generating invoices automatically
8. Monitor Generated Invoices
📸 Image Placeholder: List of generated invoices from template
View all invoices created from this template
Track which invoices have been sent and paid
Make adjustments to future invoices if needed
Tips and Best Practices
Test Templates: Create a test template and generate one invoice before approving
Monitor Generation: Check regularly that invoices are generating correctly
Update Pricing: Review and update template pricing as your costs change
Communicate Changes: Notify clients before changing recurring invoice amounts
Set Reasonable End Dates: Avoid infinite schedules that might cause problems
Common Use Cases
Monthly Subscriptions: Software licenses, membership fees, service retainers
Quarterly Billing: Consulting services, maintenance contracts
Annual Contracts: Insurance premiums, software renewals
Weekly Services: Cleaning services, lawn care, regular deliveries
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