Recurring Invoices in Workflows

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Table of Contents

What is Recurring Invoices in Workflows?

Doc Summary

What is Recurring Invoices in Workflows? #

Recurring Invoices in Workflows automates scheduled billing inside your workflows, allowing invoices to send automatically while you focus on customers. In the visual Workflow Builder you can set start dates, stop rules, frequencies, and Auto‑Pay—keeping cash flow predictable without manual effort.

Key Benefits of Recurring Invoices in Workflows #

Set up recurring invoices in just a few clicks and enjoy hands‑free billing, flexible schedules, and built‑in auto‑pay—all without 3rd party tools.

Time Savings: save time by cutting out manual invoice creation and follow‑up
Flexible Cadence: daily, weekly, monthly, or yearly schedules to fit any plan
Start‑Date Control: begin at the contact’s trigger date or a fixed calendar date
Stop Rules: choose never‑ending or end after X occurrences
Auto‑Pay: charge a stored card automatically after the first successful payment
Error Reduction: eliminates missed or duplicate invoices
Workflow Integration: billing events stay in sync with tags, emails, and follow‑ups

Prerequisites #

Having the essentials in place ensures your recurring invoices run without a hitch.

Invoice Template: Create at least one template in Payments → Invoices
Payment Gateway: Connect Stripe (or another supported gateway) in Payments → Integrations

Recurring Invoice Configuration Settings #

The Send Recurring Invoice action is highly customizable. This section breaks down each option so you can tailor billing to fit any plan before you click Publish.

Start Date Options #

The Start Date dropdown lets you choose when the schedule begins, ensuring invoices reach customers at the right moment.

Action Date: begins the schedule as soon as the contact hits the workflow trigger (e.g., tag added or contact changed)
Fixed Date: aligns billing with a specific calendar day (e.g., 1 July, 2025)

End Criteria and Stop Rules #

The Stop dropdown controls when the schedule ends, preventing over‑billing or unintended charges.

Never: continues until manually stopped
After X Occurrences: perfect for installment plans (e.g., 12 monthly payments).

Recurrence Frequencies #

The Frequency dropdown determines how often invoices repeat and displays extra selectors (e.g., weekday, month) based on your choice.

Daily: every N days—ideal for high‑frequency payments
Weekly: send on a specific weekday or on the action date—great for weekly coaching
Monthly: by date or by week (e.g., 2nd Wednesday)—common for memberships and retainers
Yearly: choose month and day, every N years—ideal for annual renewals

Auto‑Pay #

Toggle Enable Auto‑Payment to charge it automatically after the first successful payment, streamlining collection.

Gateway Requirement: currently supported with Stripe‑connected sub‑accounts
First Invoice Must Succeed: card details are stored only after a successful manual payment

How to Set Up Recurring Invoices in Workflows #

Properly configuring the Send Recurring Invoice action takes only a few clicks. Follow the numbered steps below to automate billing without errors.

Step 1: Navigate to Workflow Builder #

From your dashboard, navigate to Automation → Workflows
Click the blue + Create Workflow button in the top‑right corner to create a new workflow

Step 2: Add Your Workflow Trigger #

Within the Workflow Builder, click + Add Trigger.
Choose a trigger then click Save Trigger.

Step 3: Insert the Send Recurring Invoice Action
#

Click the ➕ directly beneath the trigger to add an action
In the Action search bar, type Send Recurring Invoice and select it

Step 4: Configure Action Settings
#

Name the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”)
Select From User to choose the sender
Pick an Invoice Template
Toggle Mode to Test for trial runs or Live for real billing
Under Start Date, choose Action Date or Fixed Date
Under Stop, select Never or After X Occurrences
Open the Frequency dropdown to pick Daily, Weekly, Monthly, or Yearly and adjust the interval options that appear
Enter Days in Advance to send the invoice N days before the due date
Toggle Enable Auto‑Payment on to store the customer’s card after the first payment and charge subsequent invoices automatically

Step 5: Test and Publish
#

Once the workflow has been setup, click the blue Save button in upper right corner
At the top of the workflow, click Test Workflow to test the workflow
When everything looks correct, toggle to Publish to activate the workflow

Tip: For a deeper dive into workflow navigation, see Workflow Builder Walkthrough

Frequently Asked Questions #

Q: Do I need a payment gateway to send recurring invoices?
Yes. Connect Stripe (or another supported gateway) before activating Auto‑Pay or sending invoices.

Q: What happens if a customer’s card fails during Auto‑Pay?
The invoice remains unpaid. Set up a workflow with a Payment Failed trigger to retry and notify the customer.

Q: Will recurring invoices appear in the customer’s invoice history?
Yes—all generated invoices are logged under the contact’s record.

Q: Does the Live/Test toggle affect existing schedules?
No. It only controls invoices created after the toggle change.

Q: Can I send different templates based on contact attributes?
Use conditional branches to add multiple Send Recurring Invoice actions with different templates.What is Recurring Invoices in Workflows?