A Dubsado invoice does not have a due date by default, but you can add one with a payment plan. A payment plan breaks an invoice total into one or more installments and sets a due date for each one.
In this article
Create a payment plan template
A payment plan can be created as a template so that it's easy to apply to any invoice.
Go to Templates >> Payment Plans.
Click Create new template.
Click Add installment.
Click on the installment to adjust the due date, amount due, and reminders.
Repeat steps 3-4 to add as many installments as you need.
All of your changes will autosave as you go! You can see when the template was last modified in the upper right corner.
Edit a payment plan installment
Click on an installment to edit it. Each installment in a payment plan has three settings you can customize:
Due date: when the payment will be due
Amount due: how much the client needs to pay by the due date
Reminders: optional automatic reminders that can be emailed to your client around the due date
There are three options for setting a due date:
Relative: Relative due dates use the timing and trigger you choose to calculate a due date when the payment plan is applied to an invoice. For the timing, you can enter a number of days, weeks, or months in relation to the trigger. An example is "30 days before project start date." For the trigger, you have the following options:
Before or after project start or end date: Calculate a due date based on the project date. If your project date is a single date, it will be treated as both the start and end date. If there's no project date set, the due date will remain (TBD) until you set one.
After payment plan applied to invoice: Calculate a due date based on when the payment plan is applied to the invoice. Sometimes, this will line up with the same day you are creating the invoice, but not always.
After contract signed by client: This trigger will wait to calculate a due date until after the contract on the project has been signed. If you're sending a proposal-contract-invoice, this is a good trigger to use for the first payment.
Fixed: You'll choose an exact calendar date such as 9/01/2021. Each time you use the payment plan, no matter when the invoice was created, the due date will be the exact same date. It's not common to use a fixed due date in a payment plan template. The only reason to do so is if you're setting up a template for a specific holiday offer or event.
TBD: Stands for "to be determined" and allows you to manually set a fixed due date on the invoice later. This is best for situations where you can't use one of the relative triggers and need more control over the exact due date for a specific client.
👋 Here's a tip... You will almost always use a relative due date in a payment plan template so that the template can adapt to any invoice.
There are three options for setting an amount due:
Divide equally: This option automatically calculates the amount due based on the number of installments set to divide equally. For example, if you have a payment plan with three installments set to divide equally, Dubsado will automatically divide the invoice total into three equal payments.
Percentage: A percentage amount automatically calculates based on the invoice total. Use a percentage when you want to set a specific percentage for an installment rather than using equal payments.
Fixed: A fixed amount is an exact dollar amount, such as $500.00, that will not change based on the invoice total. Use a fixed amount if you always charge the same amount for a specific payment, such as a deposit.
👋 Here's a tip... use the divide equally option whenever possible, especially if you think you'll be changing your clients' invoices after receiving payment.
Automatic payment reminders can be emailed to the client before, on, or after the due date. The reminders will only send if the client has not yet paid the due amount for that date, so you can set up as many as you would like.
To add a reminder, click Add reminder and set the send date, time, and reminder email. The default payment reminder email can be edited under Templates >> Canned Emails >> Edit Templates >> Payment Plan Reminder.
👋 Here's a tip... set the send date to "0 days before due date" to send the reminder on the actual due date.
Delete or duplicate a payment plan or installment
Click the ellipsis icon on an installment to access additional actions. From here, you can delete or duplicate the installment.
Entire payment plans can also be deleted or duplicated by clicking on the ellipsis icon.
Apply a payment plan to an invoice
After creating a payment plan template, you can apply it to any invoice.
Open an invoice.
Click the drop down under Select an existing payment plan.
Select the payment plan you'd like to apply.
If you need to adjust the dates, amounts, or reminders, click on the installment you'd like to edit.
👋 Here's a tip... just like any other Dubsado template, once a payment plan is applied to an invoice, you can make changes for that specific invoice without affecting your master template. This also means that you are free to delete old payment plan templates you no longer use without affecting existing invoices.
When your client views the invoice, they will see the payment plan at the bottom. If you have connected a payment processor, the client will be able to click the Pay Now button for any installment or for the entire invoice total.
Once an installment is paid in full, it will lock and grey out. This prevents paid installment amounts from changing if a client adds gratuity or you make further edits to the invoice. If you need to edit a locked installment, you can delete it and create a new one.
Does a payment plan automatically remind my client when payment is due?
You can add automated payment reminders to each installment if you'd like to automatically email to your client around the due date. If you do not set up any reminders, the client will not be notified when payment is due.
Will a payment plan allow my client to enroll in automatic payments?
No, each payment in the plan must be made manually by the client. Clients do have the option of enrolling in autopay on a recurring invoice, and you can check out the differences between payment plans and recurring invoices here.
I added a payment plan, but my client isn't seeing any Pay Now buttons on their invoice.
First, make sure that you connected a payment processor.
If you have a payment processor connected, double check that your invoice total is greater than $0.00. Don't forget that payment plans only calculate amounts due based on the invoice total and that they do not add balance to the invoice. If needed, add line items or packages to your invoice so that the invoice total shows an open balance.