OFFICE: Recurring Generators
Set up automated invoice generation on custom schedules with Unificus Recurring Generators.
What is a Recurring Invoice Generator?
A Recurring Invoice Generator automatically produces invoices based on a schedule and cadence you define. You assign these generators directly to one client, multiple clients, or circles, and each generation cycle creates an invoice for the designated recipient(s). The line items, amounts, payment methods, and gateways are preconfigured, so every generated invoice maintains consistent details.
You can also build a Dynamic Recurring Invoice Generator. Rather than creating separate generators for each client, deploy it through Automations or Form Assignments for streamlined administration.
Important: Recurring Generators differ from Subscription Payments. A generator repeatedly creates invoices that clients pay manually—it doesn’t charge automatically unless you enable AutoPay.
How do I Create a Recurring Invoice Generator?
Begin by opening Office > Invoices.
Hover over the Generators tab in the top navigation and select Recurring from the menu.
Click +Add Recurring Generator.
You’ll choose between Dynamic and Direct.
Select Direct if you’re assigning the generator to a specific client manually. Choose Dynamic if you plan to distribute it via Automation.
Direct Recurring Generator
Creating a Direct Recurring Generator works much like building an invoice with a few additional fields.
Learn more about creating invoices
Generate Invoice As: Specify whether produced invoices will be Open or Draft.
Trigger Creation from Generator Every: Define your generation interval using Days, Weeks, Months, or Years.
First Creation Date: Choose when the initial invoice should be created.
End Invoice Generation: Control when the generator should stop.
By default, a Recurring Generator continues indefinitely. Set an end condition so it automatically halts and marks itself Completed when met. This ensures precise control over billing cycles without manual oversight.
Never: Runs continuously until you pause or delete it.
After X Number of Occurrences: Stops after creating a set quantity of invoices. Specify the total count you want generated.
On a Specific Date: Stops after the scheduled run on or following your chosen date. The final invoice for that date is produced before the generator becomes Completed.
What happens when the end condition is reached?
Once a generator reaches its end condition—whether by occurrence count or end date—it automatically shifts to Completed status. No further invoices will be produced.
A Completed generator cannot be reactivated. It remains in your generator list but won’t run again.
Important: Once assigned to a client and marked Completed, a generator cannot be turned back on. Create a fresh instance if you need it to run again.
Payment Settings
If your generator is set to Open, you’ll see an AutoPay option.
When active, invoices from the generator automatically charge the client’s stored payment method with no manual action needed.
Learn about Authorized Payments and AutoPay
Assign Automations: Trigger workflows when invoices are generated and/or when they’re paid.
Relative Due Date: Set how many days clients have to pay after invoice generation.
Once finished, choose Save as Open or Save as Draft.
Open: The generator becomes active and starts producing invoices per your settings.
Draft: Your configuration is saved for later completion and won’t generate invoices yet.
Dynamic Recurring Generator
A Dynamic Recurring Generator resembles a Direct version with two key differences.
You build a reusable template assigned through automation rather than to a specific client upfront. See the assignment section below for additional details.
For First Creation Date, instead of picking an exact date, select a relative number of days or a specific day of the month.
How do I assign a Dynamic Recurring Invoice Generator?
Multiple approaches let you activate a Dynamic Recurring Invoice Generator for a client.
CRM Options Menu
Assign a generator via the client’s CRM Options Menu.
Go to CRM > Contacts.
Click the Options button (three dots) next to the contact and pick Recurring Generator.
A dialog box opens for you to make your choice.
While Creating or Editing a Contact
When adding a new contact (manually or via Kickoff Form) or updating an existing one, you can assign a Dynamic Recurring Generator in the same workflow.
For manual addition, visit CRM > Contacts and click +Add Contact.
Select your desired Recurring Generator from the dropdown (appears after setting the contact’s Role to Client).
Learn more about Creating a Contact
To use a Kickoff Form, navigate to Forms and click +Create Form. Choose Kickoff Form when prompted.
Set the contact Role as Client.
Then pick the Recurring Generator from the dropdown.
Learn more about Kickoff Forms
Via No-Code Automations
Across most platform areas, use the Recurring Generator Automation to assign it to a client.
For instance, while setting up a Project, add this Automation to trigger when the Project reaches completion.
How do I manage a Recurring Generator?
Go to Office > Invoices > Generators > Recurring and click the Options button beside the generator you want to manage.
Edit: Adjust any generator details.
Manage Automations: Toggle automations to trigger when invoices are generated.
Or switch to set automations for when invoices are paid.
Duplicate: Create a copy of the generator.
Pause: Stop new invoice creation. Resume anytime and set a Resume Date when you do.
Delete: Remove the generator from Unificus. This is permanent. Archive instead for record-keeping.
Archive: Mark the generator as inactive. It moves to Office > Payments > Archive. From there, View, Restore, or Delete it.
Each new generated Invoice appears in the client’s Portal under Office > Invoices, where they can view and pay it like any standard invoice.
How do I track progress in the Recurring Generators list?
The Recurring Generators list displays additional details below each generator’s status to monitor end condition progress:
After X Number of Occurrences: A counter shows invoices generated versus total (e.g., 4 out of 10), updating with each new invoice.
On a Specific Date: Shows Until [date] so you know when generation stops.
Never: No secondary label appears—only Active or Completed status displays.
Generators that hit their end condition show Completed status and --- in the Next Creation Date column.
Filter the list by Draft/Active/Activated/Completed status.
Best Practices
Setting end conditions on Recurring Generators maintains billing accuracy and clarity.
- Use After X Occurrences for time-limited billing like payment plans or fixed-installment packages.
- Use On a Specific Date when a contract or subscription has a confirmed expiry, regardless of invoice count.
- Use Never only for truly indefinite billing with no planned end, such as open-ended monthly retainers.
- Review your Recurring Generators list regularly and filter by Completed to stay organized and confirm expected generators have stopped.
- If you’ll likely need to restart a generator, use the three-dot menu and select Duplicate. Edit the new one and activate it when ready.
Tip: Unsure which option fits? For a 12-month payment plan, use After 12 Occurrences. For a contract ending on a specific calendar date, use On a Specific Date. Both approaches stop billing automatically without manual intervention.
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