💡 Tip: Your recurring invoices can also be pushed straight to Xero or QuickBooks, keeping everything in sync.
Creating a recurring invoice
To create a recurring invoice, click Invoice from the Create menu and select the Recurring invoice option.
1. Set up the recurring schedule
Select the customer.
Add line items.
These can be set up in advance in Settings → Products
(https://console.adfin.com/settings/product-catalogue)
Set up the recurring schedule:
Choose how often it should repeat (e.g. every week, month, or year).
Define the start and end dates.
Set the Pay by date, i.e. the number of days after the recurring invoice is created that payment is due.
This must be at least three days for Auto Collect (collection by direct debit).
Select delivery settings:
Choose whether the recurring invoice should be sent automatically or saved as a draft.
If saved as a draft, you’ll need to manually send the invoice each time.
Click 'Next'.
2. Review schedule
Confirm the collection method:
The customer agent for the customer will be shown.
To override the agent's setting for this schedule only, select the dropdown.
Auto Collect - direct debit
On Demand - Card / Apple Pay
Click 'Send now'. If you’ve set the invoice to send later, the button shows as 'Approve & Schedule' instead.
Note: 'Approve & Save' creates the schedule without sending any invoices created by the schedule to the customer.
You can click the link button on the top right of the invoice to copy a payment link and send that to a customer yourself.
Or you can open the customer agents tab on the invoice and change the preferred collection method so Adfin sends the invoice for you. You can do the same on the schedule so future invoices are sent automatically.
Editing a recurring invoice
To edit a recurring invoice:
Go to the ‘Schedules’ view.
Click on the schedule you wish to modify.
Click ‘Edit schedule’ in the bottom right.
You can amend the invoice line items or adjust the recurring schedule itself (amount, frequency, and end date). You can’t change which customer the recurring invoice belongs to.
⚠️ Changes apply to future invoices only. Invoices that have already been created are not changed.
Cancelling a recurring invoice (and invoices it has already created)
Cancelling stops the recurring invoice from generating any more invoices. It’s permanent, so there’s no undo once you confirm.
To cancel a recurring invoice:
Go to the ‘Schedules’ view.
Select the schedule in question.
Choose Cancel and confirm.
⚠️ Cancelling stops future invoices only. It does not remove any invoices already created.
Any invoice this recurring invoice has already generated stays in your Payments list. If you collect by Auto Collect, an unpaid invoice that’s already due or queued will still be collected by direct debit unless you void/delete it first.
To stop an invoice that’s already been created by the schedule:
Open the drop down of the schedule to see the invoices.
Select the unpaid invoice.
In the side drawer, click ‘More Actions’ → ‘Void’ or ‘Delete’ and confirm.
If the invoice status is ‘Submitted’ you cannot void or delete it, but you can ‘Cancel payment retries’.
Voiding/Deleting one invoice doesn’t affect the recurring invoice or any of the others, so void each one you want to stop.
💡 Tip: When creating either a one-off or recurring invoice, use the tax selector shown on your line items to choose whether amounts are:
Exclusive of tax
Inclusive of tax
No VAT
