{"id":1511,"date":"2026-03-20T06:49:02","date_gmt":"2026-03-20T06:49:02","guid":{"rendered":"https:\/\/onesystemcrm.com\/help\/?post_type=docs&p=1511"},"modified":"2026-03-20T11:16:08","modified_gmt":"2026-03-20T11:16:08","password":"","slug":"workflow-action-send-recurring-invoice","status":"publish","type":"docs","link":"https:\/\/onesystemcrm.com\/help\/Supports\/workflow-action-send-recurring-invoice\/","title":{"rendered":"Workflow Action – Send Recurring Invoice"},"content":{"rendered":"

Easily automate your recurring billing cycles in OneSystemCRM by using the Send Recurring Invoice action in a workflow. Whether you manage memberships, agency retainers, or SaaS subscriptions, this native automation eliminates manual invoicing, keeps payments on schedule, and reduces the need for third\u2011party tools.<\/p>\n

What is Send Recurring Invoice Action in Workflows?<\/strong><\/h1>\n

Recurring Invoices in Workflows automates scheduled billing inside your workflows, allowing invoices to send automatically while you focus on customers. In the visual Workflow Builder you can set start dates, stop rules, frequencies, and Auto\u2011Pay\u2014 keeping cash flow predictable without manual effort.<\/p>\n

\n

Key Benefits of Send Recurring Invoice Action<\/strong><\/h2>\n
    \n
  • \n

    Time Savings:\u00a0<\/strong>save time by cutting out manual invoice creation and follow\u2011up<\/p>\n<\/li>\n

  • \n

    Flexible Cadence:<\/strong> daily, weekly, monthly, or yearly schedules to fit any plan<\/p>\n<\/li>\n

  • \n

    Start\u2011Date Control:<\/strong> begin at the contact\u2019s trigger date or a fixed calendar date<\/p>\n<\/li>\n

  • \n

    Stop Rules:<\/strong> choose never\u2011ending or end after X occurrences<\/p>\n<\/li>\n

  • \n

    Auto\u2011Pay:<\/strong> charge a stored card automatically after the first successful payment<\/p>\n<\/li>\n

  • \n

    Error Reduction:<\/strong> eliminates missed or duplicate invoices<\/p>\n<\/li>\n

  • \n

    Workflow Integration:<\/strong>\u00a0billing events stay in sync with tags, emails, and follow\u2011ups<\/p>\n<\/li>\n<\/ul>\n

    \n

    Prerequisites<\/strong><\/h2>\n

    Having the essentials in place ensures your recurring invoices run without a hitch.<\/p>\n

      \n
    • \n

      Invoice Template:<\/strong>\u00a0Create at least one template in\u00a0Payments \u2192 Invoices<\/strong><\/p>\n<\/li>\n

    • \n

      Payment Gateway:<\/strong>\u00a0Connect Stripe (or another supported gateway) in\u00a0Payments \u2192 Integrations<\/strong><\/p>\n<\/li>\n<\/ul>\n

      \n

      Recurring Invoice Action Configuration Settings<\/strong><\/h2>\n

      The Send Recurring Invoice action is highly customizable. This section breaks down each option so you can tailor billing to fit any plan before you click Publish.<\/p>\n

      Start Date Options<\/strong><\/h4>\n

      The\u00a0Start Date<\/strong>\u00a0dropdown lets you choose when the schedule begins, ensuring invoices reach customers at the right moment.<\/p>\n

        \n
      • \n

        Action Date:<\/strong> begins the schedule as soon as the contact hits the workflow trigger (e.g., tag added or contact changed)<\/p>\n<\/li>\n

      • \n

        Fixed Date:<\/strong>\u00a0aligns billing with a specific calendar day (e.g., 1 July, 2025)<\/p>\n<\/li>\n<\/ul>\n

        End Criteria and Stop Rules<\/strong><\/h4>\n

        The\u00a0Stop<\/strong>\u00a0dropdown controls when the schedule ends, preventing over\u2011billing or unintended charges.<\/p>\n

          \n
        • \n

          Never:<\/strong> continues until manually stopped<\/p>\n<\/li>\n

        • \n

          After\u202fX Occurrences:<\/strong>\u00a0perfect for installment plans (e.g., 12 monthly payments).<\/p>\n<\/li>\n<\/ul>\n

          Recurrence Frequencies<\/strong><\/h4>\n

          The\u00a0Frequency<\/strong>\u00a0dropdown determines how often invoices repeat and displays extra selectors (e.g., weekday, month) based on your choice.<\/p>\n

            \n
          • \n

            Daily: every\u00a0N<\/em> days\u2014ideal for high\u2011frequency payments<\/p>\n<\/li>\n

          • \n

            Weekly: send on a specific weekday or on the action date\u2014great for weekly coaching<\/p>\n<\/li>\n

          • \n

            Monthly: by date or by week (e.g., 2nd\u202fWednesday)\u2014common for memberships and retainers<\/p>\n<\/li>\n

          • \n

            Yearly: choose month and day, every\u00a0N<\/em>\u00a0years\u2014ideal for annual renewals<\/p>\n<\/li>\n<\/ul>\n

            Auto\u2011Pay<\/strong><\/h4>\n

            Toggle\u00a0Enable Auto\u2011Payment<\/strong> to charge it automatically after the first successful payment, streamlining collection.<\/p>\n

              \n
            • Gateway Requirement: currently supported with Stripe\u2011connected sub\u2011accounts<\/li>\n
            • \n

              First Invoice Must Succeed: card details are stored only after a successful manual payment<\/p>\n<\/li>\n<\/ul>\n

              \n

              How to Set Up Send Recurring Invoice Action in Workflows<\/strong><\/h2>\n

              Properly configuring the Send Recurring Invoice action takes only a few clicks. Follow the numbered steps below to automate billing without errors.<\/p>\n

              Step 1:\u00a0<\/strong>Navigate to Workflow Builder<\/u><\/h3>\n
                \n
              1. \n

                From your OneSystemCRM dashboard, navigate to Automation \u2192 Workflows.<\/strong><\/p>\n<\/li>\n

              2. \n

                Click the blue\u00a0+\u202fCreate Workflow<\/strong>\u00a0button in the top\u2011right corner to create a new workflow.
                \n\"\"<\/p>\n<\/li>\n<\/ol>\n

                \n

                Step 2:<\/strong>\u00a0Add Your Workflow Trigger<\/u><\/h3>\n
                  \n
                1. \n

                  Within the Workflow Builder, click\u00a0+ Add Trigger<\/strong>.<\/p>\n<\/li>\n

                2. \n

                  Choose<\/strong>\u00a0a\u00a0trigger<\/strong>. For example:\u00a0Contract Signed\/Form Submitted\/Opportunity Status Changed.<\/strong><\/p>\n<\/li>\n

                3. \n

                  Then click\u00a0Save Trigger<\/strong>.<\/p>\n<\/li>\n<\/ol>\n

                  <\/p>\n

                  Step 3:<\/strong>\u00a0Insert the\u00a0Send Recurring Invoice\u00a0<\/strong>Action<\/u><\/h3>\n
                    \n
                  1. \n

                    Click the\u00a0➕<\/strong> directly beneath the trigger to add an action.<\/p>\n<\/li>\n

                  2. \n

                    In the Action\u00a0search<\/strong>\u00a0bar<\/strong>, type\u00a0Invoice<\/strong>\u00a0and select\u00a0Send<\/strong>\u00a0Recurring<\/strong>\u00a0Invoice<\/strong>\u00a0under Payments.<\/p>\n<\/li>\n<\/ol>\n

                    <\/p>\n

                    Step 4:\u00a0<\/strong>Configure Action Settings<\/u><\/h3>\n
                      \n
                    1. \n

                      Name the action so it\u2019s easy to identify (e.g., \u201cMonthly Retainer \u2013 Silver\u201d).<\/p>\n<\/li>\n

                    2. \n

                      Select\u00a0From User<\/strong> to choose the sender.<\/p>\n<\/li>\n

                    3. \n

                      Pick an\u00a0Invoice Template.<\/strong><\/p>\n<\/li>\n

                    4. \n

                      Toggle\u00a0Mode<\/strong>\u00a0to\u00a0Test<\/strong>\u00a0for\u00a0trial<\/strong>\u00a0runs or\u00a0Live<\/strong>\u00a0for\u00a0real<\/strong>\u00a0billing<\/strong>.<\/p>\n<\/li>\n

                    5. \n

                      Under\u00a0Start Date<\/strong>, choose\u00a0Action Date<\/strong>\u00a0(begins the schedule as soon as the contact hits the workflow trigger)\u00a0<\/span>or\u00a0Fixed Date<\/strong>\u00a0(aligns billing with a specific calendar day)<\/span>.<\/p>\n<\/li>\n

                    6. \n

                      Under\u00a0Stop<\/strong>, select\u00a0Never<\/strong>\u00a0(continues until manually stopped)
                      \nor\u00a0After X Occurrences<\/strong>\u00a0(perfect for installment plans (e.g., 12 monthly payments)<\/span>.<\/p>\n<\/li>\n

                    7. \n

                      Open the\u00a0Frequency<\/strong> dropdown to pick Daily, Weekly, Monthly, or Yearly and adjust the interval options that appear.<\/p>\n<\/li>\n

                    8. \n

                      Enter\u00a0Days in Advance<\/strong>\u00a0to send the invoice\u00a0N<\/em> days before the due date.<\/p>\n<\/li>\n

                    9. \n

                      Toggle\u00a0Enable Auto\u2011Payment<\/strong> on to store the customer\u2019s card after the first payment and charge subsequent invoices automatically.<\/p>\n<\/li>\n

                    10. \n

                      Select\u00a0Channel:\u00a0<\/strong>Choose how the invoice is delivered\u00a0Email<\/strong>,\u00a0Text<\/strong>, or Email & Text.\u00a0Default:<\/strong> Email & Text.<\/p>\n<\/li>\n

                    11. \n

                      Click on\u00a0Save Action<\/strong>.<\/p>\n<\/li>\n<\/ol>\n

                      <\/p>\n

                      Step 5:<\/strong>\u00a0Test and Publish<\/u><\/h3>\n
                      Tip:<\/strong>\u00a0For a deeper dive into workflow navigation, see Workflow Builder Walkthrough<\/pre>\n
                        \n
                      • Once the workflow has been setup, click the blue\u00a0Save<\/strong>\u00a0button in upper right corner.<\/li>\n
                      • At the top of the workflow, click Test Workflow<\/strong> to test the workflow.<\/li>\n
                      • When everything looks correct, toggle to\u00a0Publish<\/strong>\u00a0to activate the workflow.<\/li>\n<\/ul>\n
                        <\/p>\n
                        \n
                        Frequently Asked Questions<\/strong><\/h2>\n
                        Q: Do I need a payment gateway to send recurring invoices?<\/strong>
                        \nYes. Connect Stripe (or another supported gateway) before activating Auto\u2011Pay or sending invoices.<\/p>\n
                        Q: What happens if a customer\u2019s card fails during Auto\u2011Pay?<\/strong>
                        \nThe invoice remains unpaid. Set up a workflow with a Payment Failed trigger to retry and notify the customer.<\/p>\n
                        Q: Will recurring invoices appear in the customer\u2019s invoice history?<\/strong>
                        \nYes\u2014all generated invoices are logged under the contact\u2019s record.<\/p>\n
                        Q: Does the Live\/Test toggle affect existing schedules?<\/strong>
                        \nNo. It only controls invoices created after the toggle change.<\/p>\n
                        Q: Can I send different templates based on contact attributes?<\/strong>
                        \nUse conditional branches to add multiple Send Recurring Invoice actions with different templates.<\/p>\n","protected":false},"excerpt":{"rendered":"
                        Easily automate your recurring billing cycles in OneSystemCRM by using the Send Recurring Invoice action in a workflow. Whether you […]<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"closed","template":"","meta":{"site-sidebar-layout":"default","site-content-layout":"","ast-site-content-layout":"default","site-content-style":"default","site-sidebar-style":"default","ast-global-header-display":"","ast-banner-title-visibility":"","ast-main-header-display":"","ast-hfb-above-header-display":"","ast-hfb-below-header-display":"","ast-hfb-mobile-header-display":"","site-post-title":"","ast-breadcrumbs-content":"","ast-featured-img":"","footer-sml-layout":"","ast-disable-related-posts":"","theme-transparent-header-meta":"default","adv-header-id-meta":"","stick-header-meta":"","header-above-stick-meta":"","header-main-stick-meta":"","header-below-stick-meta":"","astra-migrate-meta-layouts":"set","ast-page-background-enabled":"default","ast-page-background-meta":{"desktop":{"background-color":"var(--ast-global-color-5)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"ast-content-background-meta":{"desktop":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"tablet":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""},"mobile":{"background-color":"var(--ast-global-color-4)","background-image":"","background-repeat":"repeat","background-position":"center center","background-size":"auto","background-attachment":"scroll","background-type":"","background-media":"","overlay-type":"","overlay-color":"","overlay-opacity":"","overlay-gradient":""}},"footnotes":""},"doc_category":[71],"doc_tag":[],"class_list":["post-1511","docs","type-docs","status-publish","hentry","doc_category-payments-workflow-actions"],"year_month":"2026-07","word_count":917,"total_views":"15","reactions":{"happy":"0","normal":"0","sad":"0"},"author_info":{"name":"usamasaeed219","author_nicename":"usamasaeed219","author_url":"https:\/\/onesystemcrm.com\/help\/author\/usamasaeed219\/"},"doc_category_info":[{"term_name":"Payments Workflow Actions","term_url":"https:\/\/onesystemcrm.com\/help\/Supports-category\/payments-workflow-actions\/"}],"doc_tag_info":[],"knowledge_base_info":[],"knowledge_base_slug":[],"_links":{"self":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs\/1511","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs"}],"about":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/types\/docs"}],"author":[{"embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/comments?post=1511"}],"version-history":[{"count":3,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs\/1511\/revisions"}],"predecessor-version":[{"id":1585,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/docs\/1511\/revisions\/1585"}],"wp:attachment":[{"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/media?parent=1511"}],"wp:term":[{"taxonomy":"doc_category","embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/doc_category?post=1511"},{"taxonomy":"doc_tag","embeddable":true,"href":"https:\/\/onesystemcrm.com\/help\/wp-json\/wp\/v2\/doc_tag?post=1511"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}