Recurring invoices that send themselves
For customers you bill the same way every period, set the invoice to repeat and SeroPOS creates each new one on schedule. Service contracts, standing wholesale orders and monthly memberships stop depending on someone remembering to raise the bill.
Recurring invoices in SeroPOS
Subscribe on the invoice
Tick Subscribe on Create Invoice and set the interval. The invoice becomes the template for the ones that follow.
Generated on schedule
Each new invoice is created at the interval you set, with the same customer, lines and prices.
Subscriptions list
All recurring invoices sit in one list under Sell, where you can see each one and switch it on or off.
Pause without deleting
Turn a recurring invoice off when a customer pauses, and back on when they return. The history stays.
Own numbering
Recurring invoices carry a subscription number from the prefix you set in Business Settings.
On the customer's page
The customer view has a Subscriptions tab listing every recurring invoice for that customer.
Turning on recurring invoices
Recurring invoices are a module you switch on. In the back office, open Business Settings, go to the Modules tab and turn on Enable Subscription. A Subscribe option then appears on the Create Invoice screen, and a Subscriptions list is added under Sell. Once on, it is there for any invoice that needs to repeat.
Set the subscription number prefix in the Prefixes tab if you want recurring invoices to be easy to spot, for example SUB. Nothing else changes for one-off invoices; they work exactly as before. Recurring invoices sit alongside your normal sales in All Sales and in reports, so there is no separate system to check. You can switch the module off again later if you stop using it.
Setting up a repeating invoice
Create the first invoice as usual: customer, pay term, product or service lines, prices, discounts and tax. Tick Subscribe and choose how often it should repeat. Save it. That invoice is the pattern, and SeroPOS generates a new invoice at each interval with the same customer and lines. Prices and lines stay as you set them until you change the pattern.
Each generated invoice is a normal sale. It takes a number from your invoice scheme, appears in All Sales, has its own invoice link and can be paid, printed or emailed like any other. Stock comes off for any stocked products on it, so a standing order for physical goods keeps inventory right.
- Monthly service or maintenance contracts
- Standing weekly wholesale orders
- Memberships and rentals
- Regular deliveries to the same customer
Managing subscriptions
The Subscriptions list shows every recurring invoice with its customer and status. Turn one off when a customer pauses their contract and on again when they come back. Turning it off stops new invoices but keeps everything already issued, so the customer's history and balance stay intact. Nothing is lost while a contract is on hold.
Open a customer's record and the Subscriptions tab lists their recurring invoices beside their ledger, sales and payments. That is useful when a customer calls to ask what they are being billed for and how often. You can answer the question while they are still on the phone, rather than calling them back later. It also makes it easy to spot a contract that should have ended.
Getting paid on recurring invoices
Generated invoices follow the customer's pay term, so they get due dates and appear on the dashboard's Sales Payment Due table when payment is due within a week. Record payments from All Sales or from Receive Payment, which lists all of a customer's open invoices together. The customer's ledger shows each generated invoice next to its payments.
Use the Payment Reminder notification template to email or text customers about invoices that are due. Add the invoice link tag and they can open the invoice straight from the message. Gentle reminders before the due date usually get recurring invoices paid without a phone call. Customers who pay on account can settle several at once from their contact page.
Frequently asked questions
How do I make an invoice repeat?
Turn on Enable Subscription in the Modules tab of Business Settings. Then, on Create Invoice, tick Subscribe and choose the interval before saving. SeroPOS generates a new invoice at each interval using the same customer and lines. It is set up once per contract.
Can I stop a recurring invoice?
Yes. Open Subscriptions under Sell and switch the recurring invoice off. No more invoices are generated, and the invoices already issued stay in All Sales and on the customer's ledger. Switch it back on to resume. Nothing already billed is affected.
Are recurring invoices sent to the customer automatically?
Each generated invoice is a normal sale with its own invoice link. You can send it by email or SMS from your notification templates. Check your notification settings to decide which messages go out on their own. Test the message on one customer first.
Do recurring invoices take stock out?
If the invoice includes stocked products, each generated invoice reduces stock like any other sale. Service lines without stock management are billed without touching inventory. The quantities on the pattern decide how much stock each generated invoice uses, so standing orders for goods keep your stock figures right without extra work.
Can I see all subscriptions for one customer?
Yes. Open the customer in Contacts and go to the Subscriptions tab. It lists their recurring invoices alongside their ledger, sales, payments and reward points. It is the quickest way to answer a billing question from that customer, because everything they are charged for regularly is listed in one place.