Invoice Scheduling
How invoice schedules work
Automate recurring invoice sends with client-specific configuration.
Updated: 2026-02-18
Before you start
- Clients created and email addresses verified
- Invoice template selected or custom template active
- Email sending tested and working
Open related features
Layered workflow
Layer 1: Dependency setup
- Scheduling depends on complete client email data and a tested sender configuration.
- Missing client emails or unverified sender addresses will cause schedule execution to fail silently.
Layer 2: Schedule design
- Configure line-item defaults and recipient-level details carefully before the first run.
- Use a test send to validate output and delivery behavior before activating the schedule.
Layer 3: Operational maintenance
- Review send history after each scheduled run to confirm all deliveries succeeded.
- Update schedule defaults when contract terms, pricing, or client contacts change.
What invoice scheduling does
Invoice schedules let you define a recurring send configuration for one or more clients. Instead of manually creating and sending an invoice each month, you configure the schedule once and the system generates and sends invoices automatically on the configured date.
Scheduling is most useful for retainer clients, subscription-based services, and any client where the invoice amount and line items are consistent month over month.
Schedule setup flow
Go to Invoices → Schedule → New Schedule. The setup is a guided wizard that walks you through: selecting target clients, defining default line items (description, quantity, unit price), choosing the send date within the month, setting due date offset (for example, "30 days after send"), and configuring the sender email and name.
- Select one or more clients for this schedule.
- Define the default invoice line items — these apply to all clients in the schedule.
- Set the day of the month when invoices should be sent.
- Configure the due date (for example, 14 or 30 days after the invoice date).
- Select the invoice language, currency, and tax treatment.
- Run a test send to a controlled email address before activating.
Test sends are real emails
The test send function sends a real email to the address you specify. Use a controlled mailbox (your own or a test address) for test sends — do not use a client email for testing. Check the received email carefully: verify the invoice PDF opens correctly, all business details are present, line items and totals are correct, and the reply-to address is as expected.
After a schedule runs
After each scheduled send, the send history shows delivery status per client. Review the history promptly — failed deliveries need to be re-sent manually before the client notices a missing invoice. Common causes of failed sends: invalid client email address, email provider bounce, SMTP configuration errors.
Important limitations
Schedule line items are a default template — they are not editable per-client unless you create separate schedules for clients with different invoice content. If a client needs a different amount or description in a given month, adjust manually before the scheduled send date or create a separate one-time invoice for that month.
Large schedule batches (many clients at once) may take several minutes to complete. Do not close the browser during a scheduled send run.