Recurring Invoices

A recurring schedule creates a new Invoice for a Client on a set cadence. Use it for monthly maintenance, subscriptions, or billing a Project’s latest work every cycle.

Create a Recurring Schedule

1. Go to Invoices.
2. Click Recurring in the sidebar.
3. Click New Schedule.
4. Enter a Schedule name, like Acme Co. monthly maintenance.
5. Select the Client.
6. Choose a Mode. See Choose a Mode.
7. Fill in the billing options.
8. Click Create schedule.

Choose a Mode

Mode	What each Invoice contains
Fixed items	The same line items every cycle. For each line, add a Description, Qty, Unit price, Billing type (Fixed or Hourly) and Item type. Pick a Service to fill in a line from your services list. You’ll see the Subtotal per invoice below.
Project rollup	Whatever uninvoiced Tasks, Timer entries and expenses the selected Project has on each run date.

Billing Options

• Taxes: applied to every Invoice the schedule creates.
• Cadence: Weekly, Monthly, Quarterly or Annually.
• Start date: the first Invoice is created on this date.
• End condition: Never, On a specific date, or After a number of occurrences.
• Due days offset: how many days after the Invoice date it’s due. The default is 14.
• Auto-send: see Auto-Send.
• Notes (optional): copied onto every Invoice.

What Happens on Each Run Date

hrglass creates a new Invoice from the schedule.

• Auto-send off: the Invoice is saved as a Draft. The workspace owner gets a notification that it’s ready to review and send.
• Auto-send on: the Invoice is finalized and emailed to your Client right away.

These Invoices work like any other. You can edit, resend or delete them from the Invoices list.

Auto-Send

Auto-sent Invoices go to the Client’s billing contact. If the email can’t go out, the Invoice stays a Draft and the workspace owner is notified to send it by hand. That happens when:

• the Client has no billing contact with an email address
• your workspace hit its email sending limit
• the email couldn’t be delivered for another reason

Missed and Skipped Dates

hrglass never creates backdated Invoices. If a run date passes without an Invoice, for example while the schedule was paused, that date is skipped. The workspace owner is told which dates were missed and when the next Invoice is due.

A date is also skipped if the Client, or the Project in a Project rollup schedule, was archived or deleted. The workspace owner is notified. Update or pause the schedule to fix it.

Manage a Schedule

The Recurring view lists your schedules. Schedules with auto-send on have an Auto-send badge. Use a schedule’s actions menu, or click Edit to open it:

Action	What it does
Pause	Stops creating Invoices until you resume. Existing Invoices aren’t touched.
Resume	Starts again from the next run date. Dates missed while paused aren’t filled in.
Archive	Cancels the schedule for good. You can still find it under the Cancelled filter.
Delete	Moves the schedule to Deleted Items. Invoices it already created stay put.

A schedule with an end condition changes to Completed once it reaches its end date or number of Invoices.

Note

Changes to a schedule only affect future Invoices. Invoices it already created keep their original line items and amounts.