Overview
Recurring Invoices in DeskDay help you automate customer billing for services charged on a regular basis. Instead of creating invoices manually for each billing cycle, you can set up recurring invoices to generate automatically based on a configured schedule.
Recurring invoices can be created independently or linked to customer contracts.
1. Access Recurring Invoices
Navigate to Billing → Recurring Invoices.
View the list of existing recurring invoices.
Click + Recurring Invoice to create a new one.
Recurring Invoice List
The list displays the following information:
Field | Description |
Customer | Customer associated with the recurring invoice. |
Invoice Name | Name used to identify the recurring invoice. |
Invoice Start Date | Date the billing schedule begins. |
Invoice End Date | Date the billing schedule ends. |
Next Invoice Date | Date the next invoice will be generated. |
Amount | Total recurring invoice amount. |
Repeat Every | Frequency of invoice generation. |
Repeat Status | Indicates whether recurring billing is active or inactive. |
You can search for recurring invoices and filter them by customer or next invoice date.
2. Create a Recurring Invoice
Navigate to Billing → Recurring Invoices.
Click + Recurring Invoice.
Select the customer.
Enter a name for the recurring invoice.
Set the invoice start date and end date.
Select the billing frequency.
Add the required billing items.
Review the amount and save the recurring invoice.
Billing Schedule
Configure the following settings:
Start Date: Determines when recurring billing begins.
End Date: Determines when recurring billing stops.
Repeat Every: Select the billing frequency, such as Weekly or Monthly.
Next Invoice Date: Indicates when the next invoice is scheduled for generation.
The schedule determines when DeskDay generates invoices for the customer.
3. Add Billing Items
Recurring invoices can include charges for recurring services and applicable customer contracts.
When configuring the invoice, add the required billing items and review the calculated total.
For contracts, the invoice uses the applicable billing items and charges configured in the contract.
You can update the recurring invoice configuration when changes are needed for future billing cycles.
4. Link a Recurring Invoice to a Contract
Recurring invoices can be associated with eligible customer contracts.
Steps
Navigate to Billing → Contracts.
Open the required customer contract.
Find the Recurring Invoice setting.
Enable recurring invoicing.
Select the recurring invoice to associate with the contract.
Save the changes.
Supported Contract Types
Fixed Fee: Generate recurring charges for fixed-fee services.
Seat-Based: Generate recurring charges based on the configured quantities and rates.
Prepaid Hours: Bill customers for recurring prepaid-hour allocations.
Block Hours: Bill customers for recurring block-hour allocations.
For Prepaid Hours and Block Hours contracts, recurring invoicing is available when a periodic reset is configured.
Contracts without periodic resets use Auto Top-up settings where applicable.
For more details, refer to Contracts in DeskDay.
5. Automatic Invoice Generation
Once a recurring invoice is configured and active, DeskDay generates invoices based on the selected schedule.
How It Works
The recurring invoice reaches its scheduled billing date.
DeskDay generates the invoice using the configured billing items.
The generated invoice becomes available under Billing → Invoices.
The next invoice date is updated according to the billing frequency.
Saved Drafts
Recurring invoices saved as drafts appear under:
Billing → Invoices → Drafts
They are identified by the Recurring invoice type.
From the Drafts tab, you can:
Review the generated invoice.
Edit invoice details.
Send the invoice to the customer.
Sync the invoice with accounting.
Delete the draft if required.
6. Manage Recurring Invoices
Navigate to Billing → Recurring Invoices to manage existing recurring invoices.
You can:
Search for a recurring invoice.
Filter by customer or next invoice date.
Open an invoice to review its configuration.
Update billing items or scheduling details.
Enable or disable recurring billing.
Recurring Invoice Status
Status | Description |
Active | Invoices are generated according to the configured schedule. |
Inactive | Automatic invoice generation is disabled. |
If an end date is configured, recurring billing stops after the applicable billing period ends.
Important Notes
Recurring invoices must be associated with a customer.
Only active recurring invoices are eligible for scheduled generation.
Generated invoices can be reviewed and managed from the Invoices module.
Changes to a recurring invoice apply to future billing cycles and do not automatically modify previously generated invoices.
Contract-linked recurring charges follow the applicable contract configuration.
Disabling a recurring invoice stops future automatic generation without deleting existing invoices.