Manage recurring invoices

A recurring series keeps its future instructions and history together. Open Invoices → Recurring and select a series to see its next occurrence, future projections, generated invoices, exceptions, current configuration, and activity.

Edit one invoice or future invoices

Every editable projection offers two scopes:

• This invoice only creates an exception for that scheduled occurrence. Use it for a special amount, issue/due date, recipient, content, or delivery choice.
• This and future invoices changes the series from that selected occurrence onward.

Future edits create a new immutable revision instead of overwriting prior configuration. A later future edit becomes authoritative from its chosen date. Generated invoices never change.

You can reset a still-unhandled one-off exception so that occurrence follows the current series rules again. Once an occurrence is generated, skipped, missed, or processing, it cannot be reset.

Pause and resume

Choose Pause and select either:

• Pause indefinitely, or
• Pause until a date.

Pausing prevents future generation and stops queued automatic delivery that has not reached the email provider. It cannot recall an email already accepted by the provider.

Resume preserves the original cadence and moves to the next future slot. It never creates or sends a backlog. Eligible unbilled usage from the paused period may still appear in that next invoice because the source boundary remains stable.

If Generate now or Skip next has already consumed a future occurrence, Resume respects that advanced next slot instead of scheduling the consumed occurrence again.

Skip and undo

Skip next records the occurrence and an optional reason without assigning an invoice number. You can Undo skip until generation begins. A skipped or empty final date-bounded occurrence can complete the series, while undoing a still-future final skip safely reopens it.

Generate next now

Generate next now consumes the next occurrence immediately and always creates a Draft. Later scheduled dates keep their original cadence. A usage or hybrid occurrence cannot be generated before its service-period cutoff because future time and expenses may not exist yet.

Needs Attention and missed occurrences

The scheduler automatically handles due work delayed by up to 24 hours. An older overdue slot is marked Missed and the series becomes Needs Attention instead of sending a surprise backlog. Choose one of the review actions:

• Generate missed as draft, or
• Skip to next.

Automatic delivery that remains queued but unstarted for more than 24 hours is held for review. Its ordinary Draft remains available to inspect and send manually, while later cadence can continue.

End or clone a series

• End permanently stops future occurrences and preserves all generated invoices and history.
• Clone opens a reviewable builder for a new series. It does not copy occurrence history or source claims. A cloned usage series begins paused and must pass overlap checks before Resume.

The client cannot be changed on an existing series; clone it to bill another client.

Changes that an active series protects

While a series is active:

• its client cannot be archived or permanently deleted;
• an affected client/workspace currency cannot be changed without pausing, reviewing prices in a future revision, and resuming; and
• an explicitly selected Hourly project cannot be archived, moved to another client, or converted to Fixed fee or Non-billable.

Pause and edit the series, or end it, before making an incompatible change.

What happens after a downgrade

If the workspace loses Studio/Agency access, Hoursmith keeps every series, revision, occurrence, and generated invoice but system-pauses recurring automation. Restoring access does not resume or backfill automatically. A Manager, Admin, or Owner must review and resume each series.