Other Actions for Recurring Invoice

There are a host of actions that you can perform upon a recurring invoice in Zoho Books.

Edit Recurring Invoice

To change details of an existing recurring invoice:

Go to Sales > Recurring Invoices.
Select the recurring invoice whose details you want to edit.
Click the Edit icon in the right side of the page (or press e).
Make the necessary changes and click Save.

The changes that you make to a recurring invoice will only be applied to the upcoming invoices.

Insert Headers as Line Items

You can insert headers to group related line items in your recurring invoice. When you have many line items, headers break the list into clear sections so your customers can scan the recurring invoice more easily. For example, you can add a header such as Maintenance Services, Hardware Items, or a project name and group the related line items under it. You can also insert multiple headers to your recurring invoice.

To insert a header row in your recurring invoice:

Go to Sales in the left sidebar and select Recurring Invoices.
Click + New in the top right corner to create a recurring invoice, or select an existing recurring invoice and click Edit to modify an existing one.
In the Item Table, click the More icon next to the required line item, and select Insert New Header. Alternatively, you can click the dropdown next to + New Row below the Item Table and select New Header.
Type the title for the header.
Fill in the required fields and click Save.

The header will be added as a row and the line items below it will remain unchanged. To remove a header, click the Remove icon to the right of it.

Insight: Removing a header does not remove the line items below it.

Insert Subtotals as Line Items

A subtotal row displays the total of the line items above it in your recurring invoice. It includes all line items between the previous subtotal and the current subtotal, or all line items from the beginning of the recurring invoice if no previous subtotal exists. It is calculated automatically and updates whenever line items are added, edited, or removed. For example, you can add a subtotal for a group of hardware items or a project. You can add multiple subtotals to a recurring invoice.

To insert a subtotal row in your recurring invoice:

Go to Sales in the left sidebar and select Recurring Invoices.
Click + New in the top right corner to create a recurring invoice, or select an existing recurring invoice and click Edit to modify an existing one.
In the Item Table, click the More icon next to the required line item, and select Insert New Subtotal. Alternatively, you can click the dropdown next to + New Row below the Item Table and select New Subtotal.
The subtotal row will be inserted.
Fill in the required fields and click Save.

The subtotal will be added as a row and the line items below it will remain unchanged. To remove a subtotal, click the Remove icon to the right of it.

Insight: Removing a subtotal does not remove the line items below it. The line items remain in the recurring invoice and are included in the final total.

Send Recurring Invoice to Customer

If you have opted to save the recurring invoices as draft (Settings > Sales > Recurring Invoices), then you’ll have to manually send it to the customer. Here’s how you can do it:

Go to Sales > Recurring Invoices.
Select the invoice under the child invoices you want to send to your customer.

You’ll be redirected to the particular invoice in the Invoices module. From here, you can mail the invoice to your customer or mark it as sent.

If you have chosen to send the invoice to your customer upon generation in the Recurring Invoice Preferences, it will automatically be sent on the invoice date.

Print Recurring Invoice

To print a recurring invoice in Zoho Books:

Go to Sales > Recurring Invoices.
Select the invoice under the child invoices which you want to print.

Click the Print icon in the right side of the page.
Check the invoice preview and click Print.

Clone Recurring Invoice

If you want to create a recurring invoice with the same details as an existing one, you can choose to clone it rather than create a new recurring invoice. Here’s how:

Go to Sales > Recurring Invoices.
Select the recurring invoice to clone.
Select More > Clone.
Make necessary changes in the New Recurring Invoice page.
Click Save.

Bulk Actions

With bulk actions, you can perform an operation on multiple recurring invoices or profiles in a single step. For example, you can bulk delete or resume multiple recurring invoices, or bulk update fields in recurring invoices.

Scenario: Patricia has created multiple recurring invoices. She wants to update the same Customer Notes for all of them. In such a case, she can select the required recurring invoices and bulk update their Customer Notes.

To perform a bulk action:

Go to Sales > Recurring Invoices.
Select the recurring invoices you want to update in bulk.
You can Resume or Stop the recurring invoices, and also delete them by clicking the Delete icon.

To update fields in the recurring invoices, click Bulk Update.
Select the field to update and enter the value.
Click Update.

Delete Recurring Invoice

You can delete a recurring invoice profile in Zoho Books. However, if any child invoices have been generated for a recurring profile, they won’t be deleted.

To delete a recurring invoice:

Go to Sales > Recurring Invoices.
Select the recurring invoices you want to delete.
Click More > Delete.
Click OK to confirm.

If you want to delete the child invoices, you’ll have to delete them manually.

Pro Tip: A quicker way to delete the child invoices would be to select them under the recurring profile and delete them before deleting the recurring invoice.

Export Recurring Invoices

You can export all your invoices to your system in the CSV, XLS or XLSX format. Here’s how:

Go to Sales > Recurring Invoices.
Click the More icon in the top right corner of the page.
Select Export Recurring Invoices.

Fill in the following fields:

Fields	Description
Select Module	By default, the Recurring Invoices module will be selected.
Date Range	Export All Recurring Invoices or select a Specific Period for which you want to export the recurring invoices.
Fields in Export File	If you want to export only certain fields, you can select a template under Fields in Export File. If you don’t have an export template, you can create a new one by clicking + Add New.
Export As	Select the format of your export.
Personally Identifyable Information (PII)	If you have any PII that you are exporting, mark the box Include Sensitive Personally Identifiable Information (PII) while exporting.The PII fields include your customer’s address, email address, phone number, bank account number and any sensitive custom field.
Password	Enter a password to secure your export.