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Recurring invoices

:::info Pro feature Recurring invoices are part of Pro and included in the 30-day trial. Compare plans on Free vs Pro. :::

If you bill a client the same amount on a rhythm, a retainer or a monthly hosting fee, set the invoice to repeat. Gigtime creates the next draft for you on schedule. You review it and send it, so nothing goes out to a client without you looking at it first.

Setting an invoice to repeat​

In step 3 of the invoice wizard, below the payment terms, tick Repeat this invoice and choose how often under Repeat every: week, two weeks, month, quarter, or year. The wizard shows the date of the next invoice right underneath, counted from the issue date.

Monthly, quarterly, and yearly schedules keep the day of the month. An invoice issued on the 31st repeats on the last day of shorter months.

What the next draft contains​

On the scheduled date, Gigtime creates a new invoice as a Draft:

  • It gets the next number from your invoice settings, the same as an invoice you create yourself.
  • The issue date is the scheduled date. The due date keeps the same distance from it as on the original. An invoice due 30 days after issue stays due 30 days after issue.
  • Line items, tax rates, notes, payment instructions, and the PDF style are copied from the original. Deposit credits are not carried over.
  • Time entry lines are copied as manual items with the same description, hours, and rate. The original time entries are never billed twice, and the new draft does not pull in fresh unbilled time. Use Add Time on the draft if you want to add the period's hours.

You get a notification that the draft is ready. Open it, adjust anything that changed, and send it. The draft's detail page says "Created from invoice #N" with a link back to the original. The draft itself does not repeat. The schedule stays on the original invoice.

Drafts are created once a day, shortly after midnight UTC, so the new invoice shows up on the morning of its date.

Stopping the schedule​

Open the original invoice. Its detail page shows "Repeats every month" (or whatever you chose) and the next date, with a Stop repeating button. Confirm, and no further drafts are created. Invoices already created from it stay as they are. Cancelling the original invoice also stops the schedule.

On the invoices list, a repeat icon marks invoices that are set to repeat.

If Pro lapses​

Schedules pause while the account is on the free plan. Nothing is deleted, and the next date is not moved. When you subscribe again, the next draft is created on the following run.