💡 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 configured 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., how many days after the recurring invoice is created payment is due.
  - This must be at least three days for Auto Collect.
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:
1. The customer agent for the customer will be shown.
2. Select the dropdown to override the agent's setting only for the schedule.
  1. Auto Collect – Direct Debit
  2. On Demand - Card / Apple pay
Click 'Approve & Send'.
1. Note: 'Approve & Save' creates the schedule without sending any invoices created by the schedule to the customer.
  1. 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.
  2. Or you can go to the customer agents tab on the invoice to change the preferred collection method so Adfin sends the invoice. You can also do this for the schedule to send invoices automatically in the future.

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. It does not edit created invoices.

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.
1. If the invoice status is ‘Submitted’ you cannot Void/Delete 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, select ‘Advanced Line Item Options’ to choose whether amounts are: