How to set up a scheduled invoice

If you bill the same client on a regular basis — a monthly retainer, an ongoing project, or any recurring work — you can set up a scheduled invoice instead of creating a new one every time. Ruul generates and sends the invoice automatically on the date you choose each month.

Important: A scheduled invoice is not a subscription. Ruul creates and sends a fresh invoice each cycle, but your client still pays each invoice manually. There is no automatic charge on their payment method.

How to create a scheduled invoice

You create a scheduled invoice exactly the same way as a one-time invoice. If you haven’t created an invoice before, start with how to create a one-time invoice.

In Step 4 (Payment Schedule & Details), instead of “Once Only”, choose “Automatically generate this invoice on…” and select the day of the month you want the invoice to be sent.

Once saved, Ruul will automatically generate and send the invoice to your client on that date each month.

Managing your scheduled invoices

Scheduled invoices appear under the Scheduled tab in your Invoices. There you can see each one’s:

• Customer and amount
• The day of the month it is sent (e.g. Generates on the 5th of every month)
• Status (Active or Inactive)

Available actions (More menu – •••):

• Stop Recurring Invoice: Cancels the schedule. The invoice will no longer be generated automatically.

Scheduled invoices keep running until you stop them. If you need to change the amount or other details, stop the current schedule and create a new one with the updated information.

Good to know

• Each generated invoice is sent to your client exactly like a one-time invoice — they receive a payment link by email and pay it manually.
• Your client’s payment and your payout follow the same flow as any other invoice.
• Stopping a scheduled invoice does not cancel any already-issued invoices — those remain open for payment.