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Configuring Recurring Invoices

Updated over a week ago

Recurring invoices in Canopy allow you to automatically send invoices on a custom schedule, making it easy to bill clients consistently. This article explains how to set up, edit, and manage recurring invoices, and how to update associated payment methods.


Why it matters

Setting up recurring invoices saves time, reduces manual work, and ensures you get paid on time. Managing them properly helps avoid errors or service interruptions if payment methods change.


Table of Contents


Create a Recurring Invoice

  1. Click the Global Plus Button in Canopy.

  2. In the second menu, select Invoice.

  3. In the pop-up, choose Recurring Invoice, then click Continue.

  4. Assign the invoice to a Client.

  5. Add a Description for the invoice.

  6. Set the Duration:

    • After a specific number of invoices

    • Until a specific end date

    • Never (indefinite)

  7. Choose the Start Date (must be today or later).

  8. Set the Frequency:

    • Daily

    • Weekly

    • Monthly

    • Yearly

    You can customize frequency further, e.g., bill every 2 months or on the second Monday of each month.

  9. Review the summary at the bottom of the window to confirm your settings.

  10. (Optional) Set Payment Terms, such as Due on Receipt, Net 30, or a custom term.

  11. Add Service Items just like a standard invoice.

  12. Reorder items by dragging and dropping.

  13. Adjust layout or add Client Notes or Terms & Conditions using the gear icon.

  14. When ready, click Start to begin the recurring invoice cycle.


Manage Recurring Invoices

  1. Go to Billing > Invoices > Recurring.

  2. Review your recurring invoices in the table.

  3. Check the Status column (e.g., Active, Ended, Not Scheduled).

  4. To edit an invoice:

    • Change the end date, description, or service items as needed.

    • Save your changes before exiting.

  5. To duplicate an invoice:

    • Click the Duplicate button at the top.

    Duplicating is helpful when changing clients, frequencies, or payment methods while keeping the same structure.

  6. To end a recurring invoice:

    • Click the invoice description.

    • Click End Recurrence at the top.

    Ending may be necessary if the associated payment method needs to be removed or changed.


Update Payment Methods for Recurring Invoices

Sometimes you need to delete or change a payment method that is tied to active invoices. Follow these steps to manage this smoothly.

Step-by-Step

  1. Check for Pending Payments

    • Make sure there are no in-progress payments linked to the payment method. Cancel or complete them if needed.

  2. Review for Linked Recurring Invoices

    • Identify any invoices tied to the method. You cannot delete a method while it’s linked to active invoices.

  3. End Active Recurrences

    • Stop any ongoing invoices connected to the payment method.

  4. Duplicate and Transfer

    • After ending the invoice, duplicate it and link the duplicate to a new/default payment method.

  5. Delete the Old Payment Method

    • Once all invoices are updated, go to your Payment Settings and delete the unwanted method.

Tips:

  • Always have a default payment method before removing another.

  • If you can’t find what’s blocking deletion, contact Canopy Support for help.


Summary

Recurring invoices in Canopy simplify client billing and save time. Properly managing your invoices and payment methods ensures consistent service and avoids errors when payment details change. When switching payment methods, always end or transfer active recurrences before deleting the old method.


Need help?

Contact Support or ask Penny, our AI Support Bot, for assistance.

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