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Recurring Transactions

Recurring Transactions let you automatically generate invoices or bills on a scheduled basis — useful for subscription billing, monthly retainers, or rent payments. You set up the schedule from the invoice or bill itself, and then track and manage every schedule in one place under Settings > Recurring Billing.

Setting Up a Recurring Transaction​

  1. Create (or open) an Invoice or Purchase Bill and fill in the Customer/Vendor, Items, and Amount as usual — these details carry over to every transaction it generates.
  2. In the Set this Invoice/Bill as recurring? panel, optionally give the schedule a Plan Name (e.g. "Monthly Retainer for Acme").
  3. Choose the Frequency: Every Day, Every Week, Every Month, or Every Year.
  4. Once a frequency is selected, optionally set a Start Date and End Date. Leave the end date blank to keep the schedule running indefinitely.
  5. Turn on Auto Send if you want each generated transaction emailed to the contact automatically. Leave it off to have each one created as a draft for you to review and send yourself.
  6. Save the transaction to activate the recurring schedule. (You can click the Clear Selection icon in the panel at any time before saving to remove the recurring setup.)

How Recurring Transactions Work​

  • At the scheduled interval, myBooksAi automatically creates a new copy of the transaction, using the same customer/vendor, items, and amounts as the original.
  • If Auto Send is on, the new invoice or bill is emailed to the contact automatically. If it's off, it's created as a draft for you to review and send manually.
  • Each generated transaction is independent — you can edit it after it's created without affecting the schedule or any other generated transaction.

Managing Recurring Transactions​

  1. Go to Settings > Recurring Billing.
  2. The list shows every recurring plan, with its Type, Contact, Amount, Frequency, Status (Active, Paused, or Ended), Last Billed date, and Next Bill date. Use the All / Invoice / Bill filter or the search box to find a specific plan.
  3. To pause or resume a plan, click the pause/play icon in the Actions column.
  4. To change the Frequency, Start Date, End Date, or the Auto-Send Email setting, click the pencil icon (Edit Schedule). To change amounts or line items, open the template transaction directly.
  5. Click the list icon (View Generated Invoices) to see every transaction that's been created from a plan so far.
  6. Click the lightning-bolt icon (Bill Now) to generate the next transaction immediately, without waiting for its scheduled date.

Recurring vs. Copied Transactions​

Recurring transactions are different from simply copying a transaction:

  • Recurring: Automatically generates on a schedule without manual action, and is tracked under Settings > Recurring Billing.
  • Copy/Clone: A one-time manual copy of an existing transaction that you trigger yourself.