Recurring invoices and payment plans are both ways to collect payments over time, but they work differently. Knowing when to use each one helps you pick the right approach for every client.
Quick definitions
Here is the short version of what each feature does:
Recurring invoice: Automatically creates and sends new invoices to your client at regular intervals.
Payment plan: Breaks an invoice total into one or more installments on a single invoice.
Recurring invoices
Recurring invoices work best for subscription services where the amount and the cadence stay the same — coaching calls, monthly retainers, or ongoing bookkeeping support.
For example, you might charge a client $200 a month for ongoing virtual assistant services. Once you set up the recurring invoice, Dubsado creates and sends a new $200 invoice on the schedule you choose without any extra work from you.
A few key things to know:
Recurring invoices must be set up manually for each client. You cannot start a recurring invoice from a flow or a proposal.
You can edit a recurring invoice while it is active, including its line items, schedule, and payment plan. If the client is enrolled in autopay, you will see a confirmation before your changes are saved.
Clients can enroll in autopay on each invoice generated by the recurring schedule.
Invoices are always sent to the primary contact on the project. You cannot manually redirect recurring invoice emails to someone else.
To get to the recurring invoices list, go to Invoicing ➔ Recurring Invoices, or open a project and go to the Invoicing tab ➔ Recurring Invoices. For step-by-step setup instructions, see the article on creating and sending recurring invoices.
Payment plans
Payment plans work best when there is one large total that the client pays over time — wedding photography packages, website builds, or full event planning services.
For example, you might charge a couple $6,000 for a wedding photography package and split the total into three $2,000 installments due across the months leading up to the event. Only one invoice is sent, and every payment the client makes goes toward that same invoice until the remaining balance is $0.
You can set up a payment plan in a few ways:
Create installments directly on an invoice. This is the most common method.
Apply a payment plan template to a proposal through proposal settings ➔ Invoice options ➔ Payment plan.
Associate a payment plan template with a flow template. The payment plan is applied automatically when the flow runs on a project.
A few key things to know:
Clients can enroll in autopay.
Editing a payment plan or its invoice does not cancel the client's autopay enrollment.
Invoices are sent to the primary contact, but you can also manually send the invoice to someone else.
To manage payment plan templates, go to Invoicing ➔ Payment Plans. For step-by-step setup instructions, see the article on payment plans.
If a proposal and a flow both have a payment plan template attached, the plans will conflict. Set the payment plan in one place, not both.
When to use which
A simple way to decide is to ask two questions:
Is the amount the same every time, and are you billing on a regular schedule? Use a recurring invoice.
Is there one total that the client needs to pay over time? Use a payment plan.
A few scenarios to make it concrete:
A monthly coaching retainer at $500 per month — recurring invoice.
A $4,500 wedding photography package paid in three installments — payment plan.
Ongoing bookkeeping at $300 per month — recurring invoice.
An $8,000 website build with a 50% deposit and two milestone payments — payment plan.
For most clients, one or the other will be the right fit.
FAQ
Can I automate recurring invoices with a flow or proposal?
No. Recurring invoices must be set up manually for each client, and they cannot be started from a flow or a proposal. Payment plans can be automated by applying a template to a proposal or by associating one with a flow template.
Can I edit a recurring invoice after it has started?
Yes. You can edit a recurring invoice's line items, schedule, and payment plan while it is active. If the client is enrolled in autopay, you will see a confirmation before your changes are saved.
What happens if I attach a payment plan to both a proposal and a flow?
The plans will conflict and may produce errors. Set the payment plan in one place, either on the proposal or on the flow template, but not both.
Setting the payment plan on a flow template allows you to use installment-specific flow triggers, so use this option if you want more automation and flexibility.