Recurring Invoices

Guide 14: Recurring Invoices

Automate regular billing for subscription and retainer clients

Overview

For clients you bill regularly (monthly retainers, subscriptions, maintenance contracts), recurring invoices save time by automatically creating invoices on schedule. Set it up once, and OtterLedger handles the rest.

What you'll learn:

• Setting up recurring invoices
• Managing schedules
• Handling variations
• Pausing and resuming

Time required: 5 minutes per recurring invoice

Prerequisites

• Customer created for recurring billing
• Services defined (optional)

Creating a Recurring Invoice

Step 1: Start Setup

1. Go to Invoices
2. Click New Recurring Invoice
   • Or open an existing invoice → Make Recurring

Step 2: Set Customer and Items

Same as regular invoice:

1. Select Customer
2. Add Line Items
3. Set any notes

Step 3: Configure Schedule

[Screenshot: Recurring schedule configuration]

Schedule Examples

Step 4: Set Auto-Send (Optional)

Choose whether to:

• Auto-create only - Review before sending
• Auto-create and send - Fully automated

Step 5: Save

Click Save Recurring Invoice

Managing Recurring Invoices

View Recurring Invoices

Go to Invoices → Recurring tab

See all recurring invoices with:

• Customer name
• Amount
• Frequency
• Next date
• Status

[Screenshot: Recurring invoices list]

Edit Recurring Invoice

1. Click on recurring invoice
2. Click Edit
3. Change items, schedule, or settings
4. Save

Note: Changes apply to future invoices only. Past invoices unchanged.

Pause/Resume

To temporarily stop:

1. Open recurring invoice
2. Click Pause
3. Invoices stop generating

To resume:

1. Click Resume
2. Set next date
3. Schedule continues

End Recurring Invoice

When a contract ends:

1. Open recurring invoice
2. Click End Recurring
3. Choose end date
4. Confirm

Past invoices remain. No future invoices created.

When Invoices Are Created

Automatic Creation

• OtterLedger creates invoices on scheduled dates
• Invoices appear in your invoice list
• Notification alerts you

Review Before Sending

If not auto-sending:

1. Review generated invoice
2. Make any adjustments
3. Send manually

Fully Automated

If auto-send enabled:

1. Invoice created
2. Email sent to customer
3. You receive confirmation

Handling Variations

One-Time Changes

For a single invoice that differs:

1. Let recurring create the invoice
2. Edit the specific invoice before sending
3. Future invoices unaffected

Price Changes

When rates change:

1. Edit the recurring invoice
2. Update line item rates
3. Save

Future invoices use new rates.

Adding Services

To add ongoing services:

1. Edit recurring invoice
2. Add new line items
3. Save

Tips & Best Practices

1. Review first month - Start with auto-create only, then enable auto-send

2. Set appropriate due dates - Match payment terms to due date

3. Use descriptive items - "Monthly Retainer - January 2026" vs "Service"

4. End don't pause - End completed contracts; pause temporary holds

5. Check failed invoices - Review any that failed to send

Troubleshooting

Q: Invoice didn't generate

A: Check:

• Recurring invoice is active (not paused)
• Schedule date has passed
• OtterLedger was running on scheduled date

Q: Wrong amount on generated invoice

A: Edit the specific invoice. Update recurring for future.

Q: Customer changed

A: Create new recurring invoice for new customer. End old one.

What's Next?

• Guide 15: Customer Management - Manage billing contacts
• Guide 13: Invoicing Basics - One-time invoices

Need help? Visit the OtterLedger community at github.com/openledger or check the FAQ.