Create & schedule recurring invoices

Con las facturas periódicas, puede solicitar autorización de pago a sus clientes y cobrar automáticamente a intervalos rutinarios. Esto puede ayudarle con todos sus clientes que solicitan servicios de forma constante. Descubra aquí todos los detalles sobre la creación de facturas periódicas.

Crear y enviar facturas periódicas

Recurring invoices can be created and sent by a firm owner or any team member assigned to the account with access rights to manage invoices . 

You can create recurring invoices alone or include them in your proposals or proposal templates . You can also create recurring invoices from the services listed in the proposal .

Follow these steps: 1. Create an invoice using either of the ways:

• Haga clic en Nuevo en la parte superior izquierda y seleccione Factura de. Seleccione la cuenta para la que debe emitirse la factura periódica.
• Abra la cuenta del cliente, vaya a la pestaña Facturas y haga clic en Nueva factura. La cuenta actual se rellenará automáticamente.

2. Set the Invoice type to Recurring, then either enter a Name for it (choose a client-facing name for invoices with payment authorization) or select a template. If a template is selected, then proceed to step 7.

3. Select how often the invoices should be sent (set to Monthly by default) and how many times they should recur.

4. Choose a payment method: this is how you want your invoices to be paid (either by credit card, bank debit or both) 5. Enter the amount of each invoice either by entering it into Subtotal or adding up the line items.

6. Then click Create to send the invoice. Once a recurring invoice with payment authorization is accepted, a notification is sent to your email and Inbox+ .

Also, there are other details you may want to include. The  Create Invoice  window is split into several sections:

• Tipo de factura
• General
• Ajustes de recurrencia
• Autorización de pago
• Más información en
• QuickBooks ajustes
• Partidas y resumen
• Nota al cliente
• Calendario de pagos

Tipo de factura

The  Create invoice window is common for one-time and recurring invoices. Click **Recurring **to switch to the recurring one.

General

• Nombre de la cuenta, ID o correo electrónico: Seleccione la cuenta a la que se enviará la factura.
• Plantilla de factura: Haz clic y selecciona una de las plantillas de facturas periódicas que has creado en el menú desplegable. Las plantillas de facturas periódicas son especialmente útiles para las facturas que envías a los clientes con regularidad.
• Nombre: El nombre de la factura periódica (por ejemplo, Contabilidad 2023 o Planificación financiera 2024). El cliente sólo lo verá para las facturas periódicas con autorización de pago. 
• Choose a payment method: This is how you want your clients to pay invoices (either by credit card, bank debit or both). We support a number of payment methods .
• Miembro del equipo: Seleccione el miembro del equipo responsable de recibir los pagos (por defecto, es la persona que crea la factura).
• Description: Add a description outlining what is included in the invoice. You can use account shortcodes based on custom fields and date shortcodes. Here’s more on shortcodes .

Ajustes de recurrencia

• Elija el método de pago: Aceptar pagos en el momento de la aceptación (sólo para facturas periódicas con autorización de pago) o en una fecha específica. Si se elige Fecha específica, debe seleccionarla en Primera fecha de factura.
• Fecha de la primera factura: Fecha de envío de la primera factura.
• Recurrencias: Introduzca cuántas facturas desea enviar.
• Recurrencia: Selecciona un intervalo de tiempo entre facturas. Puede ser uno de la lista (por ejemplo, mensual o anual), o puedes establecer un intervalo personalizado. Si configuras una recurrencia mensual que comience los días 29, 30 ó 31, y un mes no tiene esa fecha, la factura se enviará el último día de ese mes.

You can review and edit the invoice recurrence settings anytime by going to your  **Recurring invoices **list and opening it.

Here are some examples of what you will get by selecting different schedule settings:

Horarios personalizados

Custom schedules allow you to tweak recurring invoice schedules even more, depending on your needs. Schedule invoices to recur at whatever frequency you want, e.g., on the 25th every 4 months, bi-monthly, every second Tuesday, etc. To set up the custom recurrence settings, select  Custom in the Recurrence drop-down.

Estas son las opciones a configurar para crear horarios personalizados:

• Starts on: This is when the first invoice will be sent to the client after they have agreed to the recurrence. This may be on a specific date or on acceptance.
• First invoice date: the date when the first invoice will be created (available if Specific date is chosen).
• Issue invoice every: the number of time periods between each invoice. If you set up a monthly recurrence starting on the 29th, 30th, or 31st, and a month does not have that date, the invoice will be sent on the last day of that month.
• Categoría temporal: este campo especifica el periodo de tiempo: días, semanas o meses.
• Número de recurrencias: el número de facturas que deben enviarse.

También verá la fecha de vencimiento, que es la fecha en la que debe pagarse la última factura según el calendario.

Autorización de pago

Seleccione una de las opciones:

1.  Automatic payment : After the client accepts the recurring invoice terms, invoices will be issued according to your schedule, and the client’s card/bank account will be charged automatically. This option is available for Stripe only.

2.  Manual payment of invoice : Invoices will be issued and sent to the client according to your schedule, but they will need to pay them manually each time.

Pago automático

When automatic payment is selected, the client authorizes the payment once, and all the next payments happen automatically. Let’s see what it looks like on the client side:

1. The firm owner or team member prepares a recurrent invoice. The client receives an email and sees a pending notification at the top of the Billing page.

2. The client with signatory authority reviews the terms, submits payment details, and then signs and accepts the recurring invoice.

Una vez hecho esto, el cargo en la tarjeta/cuenta se realizará automáticamente según el calendario establecido en la factura periódica.

Consejo

To use this type of authorization, Stripe should be selected as the default payment provider.

Pago manual de la factura

When the manual payment of invoices is chosen, invoices are issued and sent to the client according to your schedule, and clients need to pay the invoices manually each time. If you have CPACharge selected, you cannot select payment authorization, and manual will be the only option. All issued invoices will work as one-time invoices — they will be shown on the Billing > Invoices page. If QuickBooks is connected, they will be synchronized within a day of being issued. At the same time, the schedule will be available for review and editing in the Recurring Invoices tab. 

Let’s see what it looks like on the client side:

1. The firm owner or team member prepares a recurring invoice, and the client receives a notification on each invoice issued. When manual payment is selected, the client doesn’t see the invoice as recurring on their side. 

2. The client pays the invoice manually as they would a regular invoice.

3. Cuando llega una fecha determinada, se emite una nueva factura al cliente de acuerdo con el calendario, y éste tiene que pagarla manualmente una vez más. Esto se repite hasta que se envían todas las facturas según el calendario.

Más información en

Note that you will see this section only if you use Stripe and you have enabled payment authorization. In the Additional section, you need to add details only if you turn the toggles on:

1. Email invoice to client: This message will replace the default text in the email system notification sent along with the invoice. The email won’t be accessible to you after you send the request. To reuse it, consider adding it to the invoice template . You can also use account shortcodes based on custom fields and date shortcodes.

2. Reminders: Toggle this onto send an email notification to the client if they haven’t paid the invoice within a specified number of days. Here’s more on reminders .

QuickBooks ajustes

Select  Location and Class for the invoice to be sent to QuickBooks. Clients will not see this field. 

Note that the QuickBooks settings section is displayed only if you turn it on in QuickBooks. To do it, go to Account and Settings > Advanced > Categories and turn on tracking locations and/or classes.

Partidas y resumen

Both  Line items and Summary show the invoice amount. If you don’t want to include a detailed description of your services and the rate, you can go straight to the Summary section and fill in the amount.

Otherwise, you can create a client-facing itemized list of products and services you are providing in the  Line items section. All data from this section will also be automatically added to the Summary section.

In the Line items section, you can:

• Add line item: Click Line item, then either select an existing service or create a new one. Fill in the Rate field, set the number of services and tax (here’s more on tax rates in invoices ), and type in the Description (optional). Select Class to be sent to QuickBooks (clients will not see this field).
• Aplicar descuentos: Para añadir una partida de descuento, haga clic en Descuento y, a continuación, rellene el campo Tarifa. 
• Gestionar partidas: Haga clic en el icono de la papelera para eliminar una partida. Haz clic en tres puntos para editar, duplicar, eliminar o crear un nuevo servicio a partir de ella.
• Settings: Click Settings to determine which columns will be displayed in your invoice.  If the  Description and Service date fields are empty and you didn’t hide them, they will automatically be hidden from the invoice. There is a different logic for the Rates & Qty and Tax columns: you should hide them in Settings so they are not displayed in the invoice, even if the value is set to 0. 

El resumen te permite ver:

• Subtotal: Es la suma de los importes de los servicios prestados antes de impuestos. Puedes editarlo si no tienes ninguna partida. Después de añadirlas, se calcula automáticamente y no se puede modificar.
• VAT rate: If you don’t have line items, you can edit the VAT rate. If you have line items, to edit the VAT rate, you need to enable the **VAT **column for the line items (here’s more on sales tax ).
• Importe del IVA: Calculado automáticamente a partir de Subtotal x tipo de IVA.
• Total: Calculated automatically from Subtotal + VAT amount.

Additionally, in the end, after the Payment schedule section, you can review the main settings of the recurring invoice: the number of payments you are expecting, the amount of each, and the total amount.

Nota al cliente

You can add Note to client and personalize it using shortcodes. It can be either a note with the payment details or just a message. This note will be displayed in the client portal and in the PDF invoice.

Calendario de pagos

Revise las fechas de envío de cada una de las facturas.

Guardar factura periódica como borrador

Preparing a recurring invoice may take time in some cases (e.g. if you are still working out the terms with the client). You can save all your changes by clicking Save as draft without sending this invoice to your client.

Once done, you will be able to find the recurring invoice in the Inactive tab of the Invoices > Recurring Invoices page. These invoices are marked as Draft.

To view draft invoices for a specific client, go to  Clients, select the account, then go to the Recurring invoices subtab of the Invoices tab from their profile. The Invoices tab in the client’s profile is available to the firm owner, admin or any team member with the Manage invoices access right.

When the recurring invoice is saved as a draft, you can still review it and add or delete fields. However, the draft invoice will not be visible to the client until you hit  Create.

Nota

The balance column for draft invoices will display $0.00 until you create and send the recurring invoice. Balance is the sum of unpaid invoices in the recurrence.

Duplicar facturas periódicas

To create a copy of an existing recurring invoice, go to the Invoices > Recurring invoices page or the Recurring invoices subtab of the client account’s Invoices tab, click the three dots to the far right of the invoice name and select Duplicate.

You will see the Create invoice page with all the details of your original invoice already filled in. Click Create or edit it the way you see fit.

Vista del cliente

Your client can view and sign recurring invoices by either clicking the notification on their dashboard, clicking the link in their email notification, or clicking the link on the Billing page of their portal. 

Then, they will be presented with a simple form where they will be able to review the details, add payment information, and sign.  If you want to see TaxDome how the client sees it, access a read-only view of their portal .

Quién puede firmar una factura periódica

When you send a recurring invoice, all contacts linked to the account with the signatory authority enabled are allowed to sign from their client portal. 

Sólo es necesario que un contacto acepte la factura periódica para que se active. Por lo tanto, asegúrate de que la autoridad de firma está desactivada para los contactos que no pueden firmar (por ejemplo, los niños).

¿Qué ocurre si el cliente firma después de la fecha de la primera factura?

If a client signs a recurring invoice with payment authorization after the first invoice date is passed, all missed invoices will be generated and automatically charged to the client. For example, if the recurring invoice starts on September 25th but the client signs it on October 26th, they will be charged for missed invoices from both September and October. If the client’s selected payment method does not have sufficient funds, TaxDome will make multiple attempts to charge payments. However, the client will always have the option to pay the invoices if they choose to do so manually.## What happens if an automatic payment fails? {#fail}

If there are any issues with payment processing such as insufficient balance in the client’s bank account or other processing errors that prevent the payment from going through, the system will automatically attempt to retry the payment up to four additional times:

• 4 horas después del primer pago fallido
• 24 horas después del último intento
• 48 horas después del último intento
• 72 horas después del último intento

If all four attempts are unsuccessful, the client will have to update their payment details or you can apply credits to the invoice (if any). Once they have done so, future payments will be charged automatically.

Nota

For bank debit payments, the standard processing time is up to 30 days, which is ample time to ensure that the payment is processed successfully. If the payment fails during this time, it will be retried once the  payment status changes from Processing payment a Failed.

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