A Recurring Invoice is an invoice that is sent to your customer at regular intervals of time. We released a feature called Recurring Invoices that will make invoicing your customers easier.


Pre-requisite: 

  • Recurring invoicing should be turned on for your company. If this is not yet turned on, please contact support@guardhousehq.com.
  • Service charges are already set up for the customer under Organization > Customers > Service Rates


Once the Recurring invoice feature is turned on for your account, you can start setting it up. 

  • Go to Organization and select Customers from the dropdown
  • Select a customer and click on the Recurring Invoices tab


On the recurring invoice, you will need to set up the following.

  • Invoice Profile - Customer/ Profile name
  • Invoice Calendar- choose the correct invoice calendar (weekly, monthly, etc)
  • Site- The site where you would like to apply the recurring invoice option
  • Invoice Type (only one can be selected per site
    • Standard invoice - will calculate the actual shift that you would like to bill to your client (based on the approved timesheets)
    • Fixed invoice- will calculate the Fixed charges that you would like to bill to your client (ex: radio hire, fixed invoice per month for service rendered regardless of hours, etc). Under the fixed invoice, you would need to enter:
  • Description of the invoice
  • Service
  • Units - number of hours/customer
  • Rate- Fix Rate that you would like to bill for your client/customer (ex: 10,000/month for security services rendered)


Once you set up the Recurring invoice, the items will be added automatically to the standard invoice for your customer when you publish shifts.




Once you approve the shift on the timesheet section, it will be automatically added to the Items for invoicing. 



You can manage invoice items by clicking the 'Manage invoice item icon'.



You can then have a preview and send it to your customer for payment.


Frequently Asked Questions: 


Q: What can I do for invoices requiring both the fixed and standard invoicing types?

A: There are two ways to address this concern: 

  • Set up the Fixed Invoicing type as the recurring invoice and just create a separate invoice for the approved timesheets. You will need to send two separate invoices to your client.
  • Set up the Standard Invoicing and just add a miscellaneous fee for the fixed amount to be invoiced. This will put all items in just one invoice.