Recurring Invoices, Installment Plans, and Automation

Setting up a recurring invoice

1. 1

   Go to the Automation page in the left sidebar.

2. 2

   Click "New recurring invoice".

3. 3

   Select your client.

4. 4

   Add line items, payment terms, and any message - the same as a regular invoice.

5. 5

   Choose a frequency: weekly, biweekly, monthly, quarterly, or annually.

6. 6

   Set a start date. The first invoice generates on that date.

7. 7

   Optionally set an end date, or leave it open-ended.

8. 8

   Configure what happens when the invoice is generated (see below).

9. 9

   Save and activate.

Delivery options

When a recurring invoice generates, you can choose what happens automatically:

• Create draft only - the invoice is created in your dashboard as a draft. You review and send it manually.

• Auto-send (Pro) - the invoice is sent directly to the client by email without any manual action from you.

Installment plans

Installment plans let you split a large project into a series of scheduled payments. Instead of one invoice for the full amount, you define a set number of installments and WaffleInvoice generates each one automatically at the scheduled interval.

1. 1

   When creating a recurring invoice, enable the installment plan option.

2. 2

   Enter the total project amount.

3. 3

   Set the number of installments and the billing frequency.

4. 4

   WaffleInvoice divides the total evenly and schedules each invoice.

5. 5

   Each installment invoice is generated and (optionally) sent on schedule.

Payment reminders

Reminders are automated follow-up emails that go out at intervals you define around the due date. You configure them once, and they run automatically for every invoice.

• Before due date - a friendly reminder that payment is coming up (e.g., 3 days before).

• On the due date - a reminder that payment is due today.

• After due date - a follow-up for overdue invoices (e.g., 7, 14, or 30 days after).

Configuring reminders

1. 1

   Go to Automation in the sidebar.

2. 2

   Find the Reminders section.

3. 3

   Set how many days before or after the due date each reminder fires.

4. 4

   Customize the email subject and body, or use the default templates.

5. 5

   Save your settings. Reminders apply to all new invoices going forward.

Late fees

You can automatically add a late fee to invoices that aren't paid by the due date. Late fees can be a flat dollar amount or a percentage of the invoice total.

1. 1

   Go to Automation in the sidebar.

2. 2

   Find the Late Fees section.

3. 3

   Enable late fees and set the amount (flat or percentage).

4. 4

   Set the grace period - how many days after the due date before the fee is applied.

5. 5

   Save. Late fees are applied automatically to qualifying invoices.

Managing active recurring invoices

• View all active schedules from the Automation page.

• Pause a recurring series to temporarily stop new invoices from generating.

• Cancel a series to stop it permanently.

• Edit a series to update line items, frequency, or delivery settings. Changes apply to future invoices only.