Recurring Invoices

What Are Recurring Invoices?

Recurring invoices are bills that get generated automatically on a schedule — weekly, monthly, quarterly, or annually. Perfect for maintenance contracts, regular cleaning services, or any ongoing work you do for the same customer.

Set them up once and A.X.E.L handles the rest. No more forgetting to bill regular customers or manually creating the same invoice every month.

Setting Up a Recurring Invoice

1. Create a normal invoice as usual
2. Before saving, toggle on Make Recurring
3. Choose the frequency:
4. Weekly — every 7 days
5. Monthly — same date each month
6. Quarterly — every 3 months
7. Annually — once per year
8. Set the start date for the first invoice
9. Choose when to stop (after a number of invoices, or on a specific date, or never)
10. Save — the first invoice generates immediately

How It Works

A.X.E.L checks for due recurring invoices every day and generates them automatically. Each generated invoice:

• Uses the same line items, prices, and customer details
• Gets a new invoice number and date
• Can be edited or cancelled like any normal invoice
• Doesn't automatically send — you review and send it

Example Recurring Invoices

Boiler Service Contract:

• Customer: Johnson Family
• Service: Annual boiler service
• Amount: £120
• Frequency: Yearly (every 12 months)
• Duration: Ongoing until cancelled

Office Cleaning:

• Customer: Smith & Partners Solicitors
• Service: Weekly office clean
• Amount: £85 per week
• Frequency: Weekly
• Duration: 12 months (52 invoices)

Garden Maintenance:

• Customer: Mrs. Davies
• Service: Monthly garden tidy
• Amount: £150
• Frequency: Monthly
• Duration: March to October (8 months)

Managing Recurring Invoices

Go to Invoices → Recurring to see all your active schedules. For each one you can:

• View upcoming invoices — see what's due to generate
• Edit the schedule — change prices, frequency, or end date
• Pause temporarily — skip a few cycles without deleting the whole thing
• Cancel — stop future invoices from generating

Generated Invoice Review

When A.X.E.L generates a recurring invoice, it appears in your normal invoice list marked as Generated. You should:

1. Review it for accuracy
2. Make any needed adjustments
3. Send it to the customer
4. Mark as paid when money comes in

Think of generated invoices as drafts — they're ready to go but need your final approval.

Pricing Updates

Need to change the price on a recurring invoice? Edit the recurring schedule and all future invoices will use the new price. Existing invoices stay at the old price.

Handy for annual price increases or when costs change.

Customer Communication

Let customers know about recurring invoices upfront. Include terms like:

"This service will be invoiced monthly/quarterly until cancelled. Prices may be reviewed annually with 30 days notice."

Clear communication avoids surprises and makes payment smoother.

Available Plans

Recurring invoices are available on The Grafter plan and above. They're part of the advanced invoicing features that help you manage ongoing customer relationships.