How to create a recurring bill

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Set up an OnboardMe recurring billing schedule so bills are created automatically on each run date. You can build the schedule from scratch or start from a recurring Template Bill. This is separate from Xero Repeating Invoices, which live in Xero when that integration path is enabled.

OnboardMe recurring bills vs Xero Repeating Invoices

Recurring Bills tab: schedules and line items are managed in OnboardMe. On each run date, OnboardMe creates a normal bill you can collect and (when connected) sync to your ledger.
Xero Repeating Invoices tab: only appears when Xero Practice Manager is connected and your practice uses the Xero repeating-invoice option. Templates are created and maintained in Xero.

For an overview of OnboardMe recurring billing on proposals, see OnboardMe Recurring Billing.

Before you start

Billings must be enabled and your user must not be read-only.
You need a client for the schedule.
Recurring Template Bills can pre-fill frequency, due days, line items, and defaults. Client and start dates are always set on the schedule you create.

Create a schedule from Bills & Payments

Open Bills & Payments.
Select the Recurring Bills tab.
Click New Recurring Bill.

Start from a Template Bill (optional)

In New Recurring Billing, use Start from Template Bill (optional).
Choose a Template Bill of type Recurring billing. If the template has multiple schedules, OnboardMe may ask which schedule to apply.
Select the client and adjust start date, frequency, and amounts as needed.

Standard (one-off) Template Bills cannot be used here. See Create and use Template Bills.

Configure the schedule

Client (required): search and select the bill-to client.
Active: turn off to pause future runs without deleting history.
Frequency: Daily, Weekly, Fortnightly, Monthly, Quarterly, or Annually.
Start date: when the schedule begins.
First run date / Next run date: when the next bill will be generated. When editing an existing schedule, the next run date may be locked until the current period completes.
End date (optional): stop generating bills after this date.
Due days: number of days after each generated invoice date for the due date.
Bill details (required): short description on generated bills (up to 100 characters).
Reference (optional): shown on generated invoices.
Bill line items: same line item editor as one-off bills (services, tax, ledger accounts when connected).

With Xero Ledger connected

Branding theme: applied to each generated bill (practice default or per schedule).
Send via Xero: controls whether generated bills are sent through Xero when synced.
Bill on completion: generated bills stay in OnboardMe until you sync or complete them in Xero.
Owners and Admins can use Options > Bulk Apply Branding Theme on the Recurring Bills tab to update many schedules at once.

With QuickBooks connected

Use ledger accounts and tax on line items. Send via QuickBooks and Bill on completion behave like one-off bills.

With GreatSoft (no Xero Ledger)

After you select a client, GreatSoft billing details appear for the schedule. Line items follow GreatSoft task and VAT rules.

Without an accounting ledger

You can still run recurring schedules in OnboardMe. Generated bills appear on the Bills tab for payment collection. Ledger send toggles are hidden.

Save and what happens next

Click Save on the modal. Fix any validation messages (client, bill details, line items).
The schedule appears on the Recurring Bills list. Click a row to edit or view run history.
On each run date, OnboardMe creates a bill for that period. Open it from the Bills tab or from the schedule history.
Practice Owners and Admins can run Options > Process due recurring bills to generate bills that are due now (useful for testing or catch-up).

Create recurring billing on a proposal

You can also attach recurring schedules while building a proposal (Billings step, recurring action on a proforma bill). That path is best when billing is part of a signed engagement. Steps are in OnboardMe Recurring Billing.

Bulk create from a template

On the Recurring Bills tab, open Options and choose bulk create (wording may show as bulk recurring from template). Pick a recurring Template Bill and apply it to multiple clients in one flow.

Client Subscriptions

Schedules created from Client Subscriptions (vendor recoup) may open as view only on Recurring Bills. Edit pricing and timing from Client Subscriptions instead.

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