To create a new Recurring Profile, simply navigate to Office–>Billing/Payments–>Recurring Profiles, and click the + button



From this page, you have several fields and options to fill out to create your Recurring Profile.



Title

This will be the name of the Recurring Profile, which will be displayed in the table at Billing–>Recurring Profiles. The client will not see the title of a Recurring Profile (or any other information regarding the Profile itself, only the invoices that are created from the Profile).


Description

This will be the description of the Recurring Profile, which will be visible when you view or edit the Profile. Anything that is in this Description box will be carried over to any new invoices that are created by the Recurring Profile. The client will not see the description of a Recurring Profile.


Assign Users/Circles

Use these fields to assign Contacts and/or Circles to the Recurring Profile. If multiple users are assigned to one Profile, when the time comes for a new invoice to be generated, multiple individual invoices will be created, one for each user who is assigned to the Profile. This will ensure that each client receives their own invoice, and the payments can be tracked for each one accordingly.


Items

Use these options to add particular items to the Recurring Profile. These items can be ones you have created and saved previously, or they can be new items. To add a new (non-saved) item, click the “Add New Item” button. This will bring up an overlaid box that will allow you to add a new item to the current Recurring Profile, with the option to save the item for later use as well. When creating a new item, the required fields are Title, and Rate (numerical value). Additionally, you have the option to add a description for the item, as well as include a item-specific discount rate. Any discount that is applied here (either as a dollar amount, or a percentage) will only apply to this particular item, as opposed to the invoice as a whole.



When the item details are filled out the way you want, just click “Add” to save and add the item to the current Recurring Profile.


To add a pre-existing item to the Recurring Profile, you can use the “Add Preset Items” dropdown box. Just click the box to open the dropdown, and select your desired item to add. Clicking the item will automatically add it to the Recurring Profile, and it will be visible and editable in the table further down the page.


Discounts

Use these options to add particular discounts to the Recurring Profile. These discounts can be ones you have created and saved previously, or they can be new discounts. To add a new (non-saved) discount, click the “Add New Discount” button. This will bring up an overlaid box that will allow you to add a new discount to the current Recurring Profile, with the option to save the discount for later use as well. When creating a new discount, the required fields are Title, and Rate (numerical value). Additionally, you have the option to add a description for the discount.



When the discount details are filled out the way you want, just click “Add” to save and add the discount to the current Recurring Profile.


To add a pre-existing discount to the Recurring Profile, you can use the “Add Preset Discounts” dropdown box. Just click the box to open the dropdown, and select your desired discount to add. Clicking the discount will automatically add it to the Recurring Profile, and it will be visible and editable in the table further down the page.


Taxes

Use these options to add particular taxes to the Recurring Profile. These taxes can be ones you have created and saved previously, or they can be new taxes. To add a new (non-saved) tax, click the “Add New Tax” button. This will bring up an overlaid box that will allow you to add a new tax to the current Recurring Profile, with the option to save the tax for later use as well. When creating a new tax, the required fields are Title, and Rate (numerical value). Additionally, you have the option to add a description for the tax.



When the tax details are filled out the way you want, just click “Add” to save and add the tax to the current Recurring Profile.


To add a pre-existing tax to the Recurring Profile, you can use the “Add Preset Taxes” dropdown box. Just click the box to open the dropdown, and select your desired tax to add. Clicking the tax will automatically add it to the Recurring Profile, and it will be visible and editable in the table further down the page.


Currency

Use this setting to set the desired currency for the Recurring Profile (and it’s subsequently generated invoices). New currencies can be created and managed by navigated to Settings–>Manage Content–>Manage Currency


Terms Of Use

Use this field to include any specific terms and conditions you would like your client to be aware of. Any text included in this field will be visible to your client when they view their invoice. You can also set “default” text for this field by navigating to Office–>Billing/Payments–>Settings


Note

Use this field to include any notes that you would like your client to see. Any text included in this field will be visible to your client when they view their invoice. You can also set “default” text for this field by navigating to Office–>Billing/Payments–>Settings


Create New Invoices As

Use this setting to determine whether the invoices that are generated by this Recurring Profile are created as either “Open” or “Draft” status. If you would like to be able to review, edit and approve the invoices before they are sent to the client, you would want to set this setting to create new invoices as Drafts.


Repeat Every

Use this setting to determine the frequency of the invoices that are generated by the Recurring Profile. The Recurring Profile will use this setting (in conjunction with the First Creation Date) to determine how often new invoices are generated and sent to the client.


First Creation Date

Use this setting to determine when the first invoice will be created by this Recurring Profile. Once the first invoice is generated on this date, the subsequent additional invoices will be generated automatically based on the “Repeat Every” setting mentioned above.


Allow Partial Payment

Check this box to allow clients to make partial payments on invoices generated by this Recurring Profile. By default the box is unchecked, in which case the client is required to make payments in full on the assigned invoice.


Invoice Number

Use this field to enter a custom invoice number, if desired. This field is auto-populated by default in sequence, and it can be left alone if you have no objections to the invoice number that is generated. If you desire to add a specific default prefix to your invoice numbers, this can be accomplished using the corresponding setting at Office–>Billing/Payments–>Settings


Due Date

Use this field to set the desired due date timeframe for the generated invoices, set in number of days after each new invoice is created. This setting will determine when reminder email notifications are sent to the client.


When the Recurring Profile is filled out to your liking, you have the option to either “Save as Open” or “Save as Draft”. Saving as Open serves essentially to save the Recurring Profile as “active”, meaning that the Profile will begin to generate and assign invoices based on it’s settings. Saving as Draft, on the other hand, will save your creation progress for the Profile, allowing you to come back to it later to amend any settings. A Recurring Profile that is saved as a Draft will not generate new invoices.