Edit a recurring invoice profile or an invoice in a recurring series

This article explains how to edit a recurring invoice profile, line items on a recurring invoice profile template and an invoice in a recurring series.

Please note that any changes you make to an invoice profile will only affect invoices that are generated after you save the changes. Any invoices that were generated before you saved these changes, including those that are in draft and those that are marked as sent, won’t be updated.

You can also deactivate a recurring invoice profile in order to prevent it from sending further invoices. Read more about how to deactivate a recurring invoice profile.

Navigating to the invoice profile

Navigate to the 'Work' tab at the top of the screen and select ‘Recurring Invoices’ from the drop-down menu.

Select the relevant recurring invoice profile from the list.

Editing a recurring invoice profile

To edit the recurring invoice profile, select ‘Edit’ in the top-right corner.

Make the necessary changes to the recurring invoice profile and then select ‘Update profile’ at the bottom of the screen.

You'll then be taken back to your list of recurring invoice profiles.

Editing line items on all future invoices in a recurring series

Select the relevant recurring invoice profile from the list and then choose ‘Make Draft’ in the top-left corner of the recurring invoice profile.

Next, select ‘Edit’ on the right-hand side of the relevant line item. Find out how to add date variables so that line items on the invoices can include dates which update automatically each time an invoice is generated. Alternatively, select the cross to remove it from the invoice completely.

Edit the line items as required and select the ‘Activate’ tab to update the recurring invoice profile.

Editing an individual invoice in a recurring series

Select the relevant recurring invoice profile from the list. Choose the invoice reference number from the ‘Invoices generated from this profile’ section at the bottom of the recurring invoice profile.

If the invoice is labelled 'Draft' in the 'Status' column, you can edit the invoice straight away. If a 'Draft' status isn’t displayed, select ‘Make Draft’ in the top-left corner.

To edit any of the invoice details, select ‘Edit’ in the top-right corner.

To edit a line item, select ‘Edit’ on the right-hand side of each relevant line item. Alternatively, select the cross to remove it completely.

Once you’ve saved the relevant changes, select ‘Mark as Sent’ if you’re not sending the invoice to your customer.

Select ‘Send by email’ if you're sending the invoice to your customer for the first time. Alternatively, select 'Resend by Email’ if you've already sent this invoice to your customer and would like to send them an updated version after making these changes.

Update a recurring invoice profile for Sales Tax registration

If your business becomes registered for Sales Tax and you created a recurring invoice profile before this registration, it’s likely that the recurring invoice profile will need to be amended.

As the recurring profile was created before you were registered for Sales Tax, there would have been no mention of Sale Tax on the invoices it produced. However, now you are Sales Tax registered, FreeAgent will not automatically add Sales Tax onto these invoices just in case this is incorrect, so this will need to be manually changed.

In order to update each profile you will need to navigate to the relevant profile and select ‘Make Draft’ to revert the invoice profile to draft mode.

Then, select ‘Edit’ in the top-right.

Amend the start date of the profile so it is dated on or after your business’s Sales Tax registration date to allow you to add Sales Tax to the profile. We would recommend changing this date to the next date that an invoice is due to be raised to avoid any errors. Select ‘Update profile’ to save the changes.

You can then view the invoice profile itself and you should now see mention of Sales Tax on it. You can select the ‘Edit’ button to the right of each line item and amend the Sales Tax rate as necessary.

Once you’ve updated the Sales Tax details as necessary, select the ‘Activate’ button to make the profile active once more. This will ensure your invoices are sent out with the correct Sales Tax rate from now on.