Beginner
How to set up recurring invoices on FreshBooks
Quick Answer
Set up recurring invoices in FreshBooks by creating a new invoice, enabling the recurring option, and configuring your frequency and duration settings. This automates invoice generation and delivery to save time on regular billing.
Prerequisites
- Active FreshBooks account
- Client information added to your account
- Invoice template with line items ready
- Payment terms configured
1
Navigate to the Invoices section
Log into your FreshBooks account and click on Invoices in the left sidebar menu. Then click the Create New Invoice button in the top right corner of the screen.
Tip
Make sure you have at least one client added to your account before creating invoices.
2
Fill out the invoice details
Select your client from the Client dropdown menu. Add your line items by clicking + Add Line Item and entering the description, quantity, and rate. Fill in any additional details like invoice terms or notes as needed.
Tip
Create a detailed line item template first to speed up the recurring invoice setup process.
3
Enable recurring invoice option
Look for the Make this a Recurring Invoice toggle switch near the top of the invoice form and click it to enable recurring functionality. This will reveal additional recurring settings below.
4
Configure frequency settings
In the recurring settings section, select your desired frequency from the Frequency dropdown (Weekly, Monthly, Quarterly, or Yearly). Choose the Start Date for when you want the first invoice to be generated and sent.
Tip
Monthly billing is most common for service-based businesses, while weekly works well for ongoing project work.
5
Set duration and end conditions
Choose how long the recurring invoice should run by selecting either Send Indefinitely or Send a specific number of invoices. If you choose the specific number option, enter the total number of invoices in the field provided.
Tip
For fixed-term contracts, use the specific number option to automatically stop billing when the contract ends.
6
Configure delivery options
In the Email Options section, ensure Email invoice to client automatically is checked if you want invoices sent automatically. You can customize the email subject line and message that will be sent with each recurring invoice.
Tip
Personalize the automated email message to maintain a professional relationship with your clients.
7
Review and save the recurring invoice
Double-check all your settings including client information, line items, frequency, and duration. Click Save Recurring Invoice to create the recurring invoice template. You'll see a confirmation message and the invoice will appear in your recurring invoices list.
Tip
Test the setup by creating a recurring invoice with a short frequency first to ensure everything works correctly.
8
Monitor and manage recurring invoices
Access your recurring invoices anytime by going to Invoices and clicking the Recurring tab. From here you can view, edit, pause, or delete any recurring invoice setup. Click View Details to see the full schedule and history.
Tip
Regularly review your recurring invoices to ensure they're still accurate and clients haven't changed their requirements.
Troubleshooting
Recurring invoice toggle is not visible
Ensure you're on a FreshBooks plan that supports recurring invoices. The feature may not be available on the lowest tier plan. Check your account settings or contact FreshBooks support.
Client not receiving automated emails
Verify the client's email address is correct in their profile. Check your Email Settings under Account Settings and ensure automated emails are enabled. Ask the client to check their spam folder.
Wrong invoice amounts being generated
Edit the recurring invoice template by going to Invoices > Recurring and clicking Edit on the problematic invoice. Update the line items and rates, then save the changes.
Cannot delete or stop recurring invoice
Go to Invoices > Recurring, find the invoice you want to stop, and click the Actions dropdown. Select Pause to temporarily stop it or Delete to permanently remove the recurring schedule.
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