# Recurring Invoices

Recurring invoices allow you to automate the billing of recurring services: monthly subscriptions, quarterly maintenance, annual retentions, etc. Once configured, Frihet automatically generates and sends invoices.

## When to use recurring invoices?

Use recurring invoices when:

- The client pays for a **fixed service every month/quarter/year**
- The **lines do not change** (or change very little)
- You want **Frihet to automatically generate** the invoice on the agreed date

**Examples:**

- Monthly hosting fee: €50/month
- Consulting service: €1,500/quarter
- Annual software license: €2,000/year
- Equipment maintenance: €300/month

If the lines or amounts vary each month, consider recurring quotes or manual invoicing.

## Create a recurring invoice

### Step 1: Open the client

1. Go to **Clients** → Select the client
2. Open the **Recurring Invoicing** tab
3. Click **New recurring invoice**

Or directly from **Invoicing** → **Recurring Invoices** → **New recurring**.

### Step 2: Configure the frequency

| Option | Description | Example |
|--------|-------------|---------|
| **Daily** | Generated every day | Ideal for specific services |
| **Weekly** | Generated every week | Every Monday |
| **Monthly** | Generated every month on the same date | 1st of each month |
| **Quarterly** | Every 3 months | January 1st, April 1st, July 1st, October 1st |
| **Annual** | Once a year | January 1st of each year |

**What day of the month?** Select in **Next issuance** — by default, it's the current day.

**Note:** If you choose the 31st and there's a month with fewer days, Frihet uses the last available day.

### Step 3: Add lines

Exactly the same as in a normal invoice:

- Concept (service description)
- Quantity
- Unit price
- VAT type

**Tip:** Use clear descriptions so the client understands what they are paying for. E.g.: "Web Hosting - February 2026" instead of "Service".

### Step 4: Set the validity period

**Start:** When the recurrence begins (by default, today)

**End:** When it finishes (optional)
- If left blank, it repeats indefinitely
- If you specify a date, Frihet generates it until that day and then stops

**Example:** Contract from January to December 2026 → Start: 1/1/2026, End: 31/12/2026

### Step 5: Configure notifications (optional)

**Notify before generating:**

- Activate this option if you want to be notified days before the invoice is generated
- Useful for reviewing data or making adjustments before it becomes automatic
- Frihet sends you an email N days before (configurable)

**Example:** If it's a monthly recurring invoice and you activate "Notify 3 days before", you will receive an email on the 28th of each month to review before the 1st.

### Step 6: Save

Click **Save recurring**. Frihet will show:

- "Next issuance: X of February 2026"
- "Status: Active"

## Manage recurring invoices

### View all recurring invoices

1. Go to **Invoicing** → **Recurring Invoices**
2. You will see a list with:
   - Client
   - Frequency (Monthly, Quarterly, etc.)
   - Next issuance
   - Total per issuance
   - Status (Active, Paused, Finished)

### Edit a recurring invoice

1. Open the recurring invoice from the list
2. Make changes to lines, client, frequency, etc.
3. Click **Save changes**

**Note:** Changes **do not affect** already generated invoices, only future ones.

### Pause temporarily

If the client is paused but will remain a client later:

1. Open the recurring invoice
2. Click **Pause**
3. Generation stops until you click **Resume**

### Finish a recurring invoice

When the client leaves or the service ends:

1. Open the recurring invoice
2. Click **Mark as finished**
3. Frihet generates the last invoice (if applicable) and stops the recurrence

### Delete a recurring invoice

If you created it by mistake:

1. Open the recurring invoice (it must be in draft or paused status)
2. Click **Delete**

**Note:** You cannot delete recurring invoices that have already generated invoices. Instead, use "Finish".

## Automatic generation process

Frihet runs automatically via a **scheduled process** that activates on the configured issuance date:

1. **Identifies** all recurring invoices with issuance date = today
2. **Generates** a new invoice for each recurring invoice
3. **Automatically copies:**
   - Exact lines (concept, quantity, price, VAT)
   - Client data
   - Numbering series
   - Discounts (if any)
4. **Sends** by email (if activated)
5. **Registers in VeriFactu** automatically

### What is NOT copied

- The previous status (always created as "Sent" if auto-notified)
- Payment dates (new dates based on configured payment terms)
- Private comments

### Notifications

You receive a notification when:

- A recurring invoice was successfully generated
- An error occurred during generation (e.g., client without email)
- You are notified 3 days before (if configured)

## Advanced customization

### Lines with variable quantities

If the service has variable quantities (e.g., hosting + extra traffic), you have two options:

**Option 1: Fixed line + optional line**
- Add two lines: one fixed (base hosting) and one empty (extra traffic)
- Each month, edit the second line before it is generated

**Option 2: Custom script (PRO)**
- Use custom integrations to automatically update quantities
- Contact support to configure

### Include variable description (date, period)

In the concept, use dynamic variables:

- `{MONTH}` → Replaced by the month of issuance (February 2026)
- `{YEAR}` → Year (2026)

**Example:**
- Concept: `Hosting - {MONTH}`
- Generates as: "Hosting - February 2026"

### Apply automatic discounts

If the client has a volume discount or early payment discount:

1. Open the recurring invoice
2. In **Global discount**, specify the percentage
3. It is automatically applied to each generation

## Recurring invoice reports

From **Reports** → **Recurring Invoicing**, you will see:

| Metric | Description |
|---------|-------------|
| **Monthly Recurring Revenue (MRR)** | Sum of all active monthly recurring invoices |
| **Annual Recurring Revenue (ARR)** | MRR × 12 |
| **Client Retention Rate** | Active vs. historical recurring invoices |
| **Next 30 days to generate** | Invoices that Frihet will issue soon |

These reports help you understand the health of your recurring business.

## Payment integration

If you have **Stripe Connect** or **online payments** activated:

1. Frihet automatically marks the invoice as "Payment Pending"
2. Generates a unique payment link for the client
3. If the client pays online, Frihet automatically marks the invoice as paid

Learn more in [Collections and Payments](./cobros-pagos).

## Common use cases

### Freelancer with fixed monthly retainer

- Client: Acme Corp
- Frequency: Monthly
- Line: "Web Development - February 2026 | 1 × €2,000"
- Personal Income Tax: 15%
- Total per month: €1,700

### Agency with quarterly service

- Client: Marketing Ltd
- Frequency: Quarterly (January 1st, April, July, October)
- Lines: SEO (€500) + Social media (€800) + Analytics (€300)
- Quarterly total: €1,600

### SaaS with different plans

Create a recurring invoice per plan:
- Basic Plan: €29/month
- Professional Plan: €99/month
- Enterprise Plan: €500/month

Each client has their recurring invoice with their specific plan.

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