Billing Schedules

The Billing Schedules page (in the main sidebar) lists every recurring combined-billing schedule across your clients. A schedule belongs to one client and defines a cadence — how often, and on which day, that client's invoice is generated. Fixed-invoiced jobs bill on their schedule's cadence, and each period the schedule can consolidate its invoices into one Combined Invoice.

Create a schedule

1. On the Billing Schedules page, click New Schedule. (Each client's detail page also has a Billing Schedules tab where you can manage that client's schedules.)
2. Pick the Client and give the schedule a Name (for example, Monthly mowing).
3. Set the cadence:
   • Frequency — Weekly, Monthly, Quarterly, Semi-annual, or Annual, with an Every N periods multiplier (every 2 months, every 3 weeks, and so on).
   • Invoice on — the anchor: a day of the month, a day of the week, or the first or last business day. Month-end (the 31st) captures a full month.
   • The Schedule summary and Next invoice date update as you choose.
4. Choose the billing details: Terms (or the account default), an Operation, and optionally an Invoice location — the bill-to address printed on combined invoices from this schedule, defaulting to the client's primary billing address.
5. Optionally add Additional billing contacts, set Sales tax to Taxable or Exempt, assign Sales reps, or toggle Skip QuickBooks sync.
6. Click Save schedule.

To put a job on the schedule, open the job form's Invoicing section, set Invoice Type to Fixed Invoice, and pick the schedule.

Read the list

Each row shows the schedule's Client, Operation, Payment terms, Cadence, Next invoice, attached Jobs count, Last invoiced date, and Status (Active or Archived). Search by name or client, filter by cadence, client, or operation, and tick Show archived to include retired schedules.

Generate invoices from a schedule

Each row carries two generation actions, useful when you don't want to wait for the automatic overnight run:

• Generate invoice — consolidate the schedule's eligible member invoices for a period into one Combined Invoice. Pick the Period ending date and click Generate.
• Generate fixed invoices — generate separate fixed invoices for every fixed job on the schedule for a period.

Archive a schedule

Use the row's Archive action to hide a schedule from active lists — assigned jobs keep their schedule, and you can Restore it later. Archiving is how you retire a schedule without losing its history.

If automatic generation fails

When a nightly invoice-generation run hits an error — most commonly a missing payment term — the Invoices page shows an alert with a Review failures link. The review page lists each failure with a Retry button; set a default term in Account Settings (or a term on the job or schedule) and retry.

Related

• Combined billing
• Invoice types
• Payment terms and methods