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Recurring Invoices in X-1FBO

Recurring Invoices in X-1FBO allow you to automate repeat billing for services such as hangar, tie-downs, leases, and other recurring charges. Once set up, invoices can be generated, processed, & even paid automatically based on your configuration.

Written by Jessi McCombs

Overview

Recurring invoices function as saved templates that generate invoices automatically on a scheduled basis.

  • Each recurring invoice stores:

    • Customer details

    • Line items (products/services)

    • Pricing and taxes

    • Payment method

    • Billing frequency

✅ Once created, the system will continue generating invoices using the exact values saved at setup.

Key Features

  • Automated invoice generation (e.g., monthly on the 1st)

  • Optional automatic payment processing (credit card on file)

  • Email delivery options (automatic or manual send)

  • Recurring invoice queue for review before sending

  • Recurring history tracking for generated invoices

How Recurring Invoices Work

  1. A recurring invoice is created and saved as a template

  2. The system generates invoices automatically based on the defined schedule

  3. Depending on your configuration:

    • Invoices can be:

      • Sent automatically

      • Held in a queue for review

      • Not sent (internal use only)

  4. Payments can:

    • Process automatically (card on file)

    • Be applied later (Direct Bill / check)

How to Create a Recurring Invoice

Step 1: Navigate to Recurring Invoices

  • Go to Accounting

  • Select Receivables

  • Select Recurring

Step 2: Create a New Recurring Invoice

  • Click + Add Recurring Invoice

  • Search Customer in the "Sold To" field

  • Create a "Description" to help identify the Invoice

Step 3: Add Invoice Details

  • Enter:

    • Line items (e.g., Hangar Lease, Tie-Down Fee)

    • Quantity and pricing

    • Tail number (if applicable)

Step 4: Configure Billing Frequency

  • Choose how often the invoice should generate:

    • Monthly

    • Annually

    • Custom schedule

Step 5: Set Email & Delivery Preferences

  • Choose when invoices should be sent:

    • Automatically upon generation

    • Added to a send queue for review

    • Not sent

Step 6: Configure Payment (Optional)

  • Select payment method:

    • Credit card (auto-charge optional)

    • Direct Bill

  • If using cards:

    • Enable Automatic Payment

Step 7: Save the Recurring Invoice

  • Click Save

✅ The system will now generate invoices automatically based on your schedule.

Sending Recurring Invoices

Automatic Sending

  • Invoices are generated and emailed automatically

Manual Sending

  • Invoices appear in the Recurring Invoices to Send queue

  • To send:

    • Select invoices

    • Click Send

Recurring Invoice History

You can review previously generated invoices:

  • Navigate to Recurring History

  • View:

    • Generated invoices

    • Payment activity

    • Status of each invoice

⚠️ Important Notes

Pricing Does Not Auto-Update

  • Recurring invoices do not automatically update when pricing changes

  • They will continue using the original saved price

✅ To apply updates:

  1. Open the recurring invoice

  2. Review updated pricing or taxes

  3. Click Save to apply changes moving forward

Taxes & Fees Behavior

  • Tax and fee updates also do not retroactively apply

  • Manual review and save is required for updates

Best Practices

  • Review recurring invoices periodically for pricing updates

  • Confirm payment methods are valid (especially cards on file)

  • Use the send queue if you prefer invoice review before delivery

  • Monitor recurring history to ensure invoices are generating as expected

Need more help? Contact X‑1FBO Support for further assistance

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