Recurring Invoices

Recurring invoices are templates that generate invoices for you on a regular schedule — handy for retainers and ongoing service work where you bill the same client the same thing each period. You’ll find them under Invoices → Recurring.

The most important thing to know

PayPolka generates draft invoices on the schedule you set. It then waits for you. PayPolka does not automatically send those invoices, and it does not automatically charge anyone. Every generated draft lands in your Invoices list for you to review, adjust if needed, and send yourself. You stay in control of every bill that goes out.

Creating a recurring template

From Invoices → Recurring, choose New recurring invoice and fill in:

• Client — who the recurring invoices are for.
• Line item templates — the rows that get copied onto each generated invoice. This uses the same line item editor as estimates and invoices, supporting all item types including labor. See Estimates for the editor details.
• Cadence — how often to generate: monthly, quarterly, or yearly.
• Next invoice date — when the next draft should be generated.
• Payment terms — e.g. Net 30, used to set the due date on each generated invoice.
• Tax % and Discount % — applied to each generated invoice.
• Notes — carried onto each generated invoice.
• Active toggle — turn the schedule on or off. An inactive template stops generating new drafts without losing its setup.

How it works

On each scheduled date, PayPolka creates a new draft invoice from the template and advances the schedule to the next date. The draft shows up in your Invoices list, where you review it and send it when you’re ready. Once it’s sent, it behaves like any other invoice — collect payment the usual way (see Getting paid).