Recurring Invoices in Sparkforge: Setup, Frequency, and Status

Recurring invoices charge customers on a defined schedule without manual rebuilding each cycle. Set them up once — frequency, start and end, payment options — and Sparkforge handles delivery.

Create a recurring invoice

1. Open invoices. Go to Payments → Invoices & Estimates.
2. Start new. Click New → New Recurring Invoice.
3. Add business and customer details. Pick the customer, add line items from your catalog, set pricing, taxes, and quantities.
4. Set frequency. Use the How often? dropdown: daily, weekly, monthly, yearly, or custom intervals.
5. Set start and end dates. Pick when the first invoice ships and when the cycle ends — either a specific date or a number of occurrences.
6. Optional: send in advance. Send the invoice a few days before the due date so customers have time to review.

Frequency patterns

Regular intervals

Equal time gaps between invoices. First invoice July 5 with a 7-day interval generates July 12, July 19, and so on until ended manually.

Specific daysTied to a recurring date pattern — first Monday of every month, for example. Useful for retainers and weekly services. You can cap the cycle with an end date.

Annual billing

Once per year on the same date. Set occurrences to 5 to stop after 5 years; otherwise it runs indefinitely.

Optional add-ons

• Terms and conditions: attach payment policies or refund terms.
• Late fees: auto-add a fee when payment is missed.
• Processing fees: pass card or transaction fees to the customer.
• Tipping: let customers add a tip on top of the invoice.
• Attachments: upload contracts or supporting documents.

Lock-in warning: verify frequency, price, and taxes while the template is in Draft. Once it becomes Active or Scheduled, those fields cannot be edited.

Template status

Manage and review

From the Recurring Templates list, the More Options (⋮) menu offers:

• View History — every invoice generated by the template, with sent date and status.
• View — open the template details.
• End — stop future invoices, keep past ones.
• Delete — only available if no invoices were ever sent.
• Clone — duplicate the template for a similar customer.
• Convert to Template — save for reuse in automation.

Sent invoice statuses

• Sent — delivered successfully
• Overdue — sent but unpaid past due date
• Paid — customer paid
• Not Sent — system delivery failure, needs resend

Download an invoice PDF

1. Go to Payments → Invoices.
2. Click the ⋮ menu next to the invoice and choose Copy Link.
3. Open the link in a new tab and click Click Here to download the PDF.