Recurring schedules

Most tax firms’ revenue is recurring — monthly bookkeeping retainers, quarterly tax planning, annual tax-prep. Recurring schedules generate those invoices for you on a cadence, instead of you typing the same line items every cycle.

Open Billing from the sidebar and switch to the Recurring tab.

Where schedules come from

A recurring schedule shows up one of two ways:

Source	How
Engagement letter (most common)	The client signs a letter that includes a monthly fee. Assure Pro creates the schedule (and the first retainer invoice, if there is one) immediately.
By hand	An in-app + New schedule button is on the roadmap. Not in V1 — see Coming next.

The Recurring tab shows every schedule that’s set up to bill on a cadence. It does not show schedules that have completed (for example, a 12-month engagement that hit its last cycle).

Reading a schedule card

Each card shows:


$2,500.00 Monthly  [Active]  [Auto-pay]
Next invoice: Jun 15, 2026 — Last: May 15, 2026 — 7 generated
                                           [ Pause ]

Amount and frequency — what gets invoiced each cycle
Status badge — Active (green), Paused (amber), Completed (gray), or Cancelled (red)
Auto-pay badge — present when the client has a saved payment method that will auto-charge each cycle
Next invoice — when the next invoice will land
Last invoice — when the previous one landed (omitted on brand-new schedules)
N generated — how many invoices this schedule has produced over its lifetime

[Screenshot: Recurring schedule card with status and auto-pay badges]

Frequencies

Frequency	Cadence
Monthly	Same day each month
Quarterly	Every 3 months
Annual	Once a year
One-time	Listed but won’t recur — typically a future-dated retainer

Assure Pro checks for new invoices to generate every night. If a schedule’s next invoice date is today or earlier, the invoice is created and the next date rolls forward.

Pausing and resuming a schedule

The most common action.

Active → Pause — click Pause. Auto-generation stops; the next-invoice date freezes. You can still create manual invoices for that client.
Paused → Resume — click Resume. The next-invoice date is recalculated from the original cadence and today’s date.

Common reasons to pause:

Client is going on a 6-month sabbatical — pause until they’re back
Client disputed a charge and you want to hold off billing while you sort it out
You’re switching the client to a different engagement package — pause the old, sign the new, cancel the old once the new one is active

Pausing does not affect invoices that have already been issued. Those keep their Sent or Overdue lifecycle on their own.

Cancelled vs Completed

State	What it means
Cancelled	You (or Assure Pro) explicitly ended the schedule. No more invoices will be generated. The card still appears in the list for audit.
Completed	The schedule reached its natural end (for example, a 12-month plan with no cycles remaining).

Both states show in the list but the action buttons are hidden — there’s nothing to pause or resume.

How auto-pay works

If the linked client has a default payment method on file, the schedule is marked with an Auto-pay badge.

When the next invoice is generated:

The invoice is created as Sent (it skips Draft).
Assure Pro charges the client’s default payment method.
If the charge succeeds → the invoice flips to Paid and a payment is recorded.
If the charge fails → the invoice stays Sent and Assure Pro retries on a backoff (3 attempts over 7 days).
After 3 failures → the client gets an email asking them to update their payment method, and the invoice shows in the Failed queue on the Invoices tab.

The Failed queue is a placeholder in V1 — retries do run, but the queue count stays at 0 for now.

To turn auto-pay off for a single schedule, the client (or you, on their behalf) needs to remove the default payment method. There’s no per-schedule auto-pay toggle in V1.

Where the generated invoices show up

Every recurring schedule is tied to a client, and sometimes to a specific engagement. The invoices it generates inherit both — so they appear in:

The client’s profile → Billing tab
The engagement detail page → Billing card (when linked)
The firm-wide Invoices list

You can tell a recurring-generated invoice by opening its Activity log — the first entry reads “Created by Auto-Pay” (or “System”) rather than a user name.

Adjusting the amount mid-contract

A subtle case worth knowing: the engagement letter the client signed is locked. The recurring schedule it created is editable — you can adjust the amount mid-contract. When you do:

The schedule’s amount updates.
The engagement letter PDF still shows the original amount.
Future invoices use the new amount.

This is intentional — fee renegotiations happen, and the schedule is the live billing source. Make sure to update the client through normal channels so they aren’t surprised.

In V1 there’s no in-app schedule editor — to change the amount, contact support. A schedule editor is on the roadmap.

Empty state

If there are no schedules for the firm yet, the tab shows:

Automate this client’s billing Set up a recurring schedule so monthly retainers and quarterly invoices bill themselves.

Schedule creation runs through the engagement letter flow today, so the most direct path is to sign or send an engagement letter that includes a recurring fee.

Permissions

Action	Permission
View the Recurring tab	View billing
Pause or resume	Edit billing
Cancel (future feature)	Delete billing

Coming next

Roadmap items not yet shipped:

In-app schedule creation — directly from a client or engagement
Per-schedule amount editor — in the UI
Per-schedule auto-pay toggle — currently controlled at the client level
Pause-with-end-date — “pause until Dec 1” instead of indefinite

Until those land, the engagement letter is the canonical place to create a schedule.

Payment methods — what auto-pay needs to be live.
Payments & refunds — handling charges that succeed or fail.
Engagement letters — the upstream surface where billing terms live.