If you do not want every invoice sent to a customer to be charged automatically, you will set up recurring payments at the Invoice Level. Setting up recurring payments at the invoice level allows you to choose which specific invoice(s) you want to be charged automatically to the stored payment method(s) of the customer(s) on file. (To learn how to add a customer payment method, click here)
Follow the steps below if you would like to set up Recurring Payments at the Invoice Level.
1. Ensure that Just Recurring Invoices is selected in the Recurring Payments Settings screen.
2. Ensure that the Auto Pay box in the Payment Settings Screen for that customer(s) is UNCHECKED.
3. To select which specific invoice(s) you want to select for autopay, complete the following steps:
Go to your linked accounting system (i.e., Xero, Quickbooks, etc.).
Create (or open) an invoice for your customer.
Put either the word "recurring" or the word "autopay" in the Statement Memo or Reference Line section of the invoice. Capitalization does not matter, and the word could be part of a larger memo.
Save the invoice.
When InvoiceSherpa brings the invoice into the system (either as part of the regular sync or by selecting Sync Now), it sees the "recurring" or "autopay" tag and schedules an automatic payment. The scheduled charge will show on the Recurring Payments screen. Payments are charged on the scheduled date and posted back to your accounting system.
Many accounting systems have options for creating invoices automatically through a recurring transaction or memorize transaction feature. Using this feature can save you time, as you will not have to manually create a new copy of the invoice for every billing cycle depending on your business processes. Check with your accounting system for more information.
To learn how to set up recurring payments at the System Level, click here.
To learn how to set up recurring payments at the Customer Level, click here.