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Workflow Action - Send Recurring Invoice

Learn how to schedule and send recurring invoices automatically in GHL Customer Care workflows. Set start dates, frequencies, Auto‑Pay, and more to streamline billing.

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  1. Key Benefits of Send Recurring Invoice Action
  2. Prerequisites
  3. Recurring Invoice Action Configuration Settings
  4. How to Set Up Send Recurring Invoice Action in Workflows
  5. Step 1: Navigate to Workflow Builder
  6. Step 2: Add Your Workflow Trigger
  7. Step 3: Insert the Send Recurring Invoice Action
  8. Step 4: Configure Action Settings
  9. Step 5: Test and Publish
  10. Frequently Asked Questions
  11. Related Articles

Easily automate your recurring billing cycles in GHL Customer Care by using the Send Recurring Invoice action in a workflow. Whether you manage memberships, agency retainers, or SaaS subscriptions, this native automation eliminates manual invoicing, keeps payments on schedule, and reduces the need for third‑party tools.

TABLE OF CONTENTS

What is Send Recurring Invoice Action in Workflows?

Recurring Invoices in Workflows automates scheduled billing inside your workflows, allowing invoices to send automatically while you focus on customers. In the visual Workflow Builder you can set start dates, stop rules, frequencies, and Auto‑Pay— keeping cash flow predictable without manual effort. 

Key Benefits of Send Recurring Invoice Action

  • Time Savings: save time by cutting out manual invoice creation and follow‑up

  • Flexible Cadence: daily, weekly, monthly, or yearly schedules to fit any plan

  • Start‑Date Control: begin at the contact’s trigger date or a fixed calendar date

  • Stop Rules: choose never‑ending or end after X occurrences

  • Auto‑Pay: charge a stored card automatically after the first successful payment

  • Error Reduction: eliminates missed or duplicate invoices

  • Workflow Integration: billing events stay in sync with tags, emails, and follow‑ups

Prerequisites

Having the essentials in place ensures your recurring invoices run without a hitch.

  • Invoice Template: Create at least one template in Payments → Invoices

  • Payment Gateway: Connect Stripe (or another supported gateway) in Payments → Integrations

Recurring Invoice Action Configuration Settings

The Send Recurring Invoice action is highly customizable. This section breaks down each option so you can tailor billing to fit any plan before you click Publish.

Start Date Options

The Start Date dropdown lets you choose when the schedule begins, ensuring invoices reach customers at the right moment.

  • Action Date: begins the schedule as soon as the contact hits the workflow trigger (e.g., tag added or contact changed)

  • Fixed Date: aligns billing with a specific calendar day (e.g., 1 July, 2025)

End Criteria and Stop Rules

The Stop dropdown controls when the schedule ends, preventing over‑billing or unintended charges.

  • Never: continues until manually stopped

  • After X Occurrences: perfect for installment plans (e.g., 12 monthly payments).

Recurrence Frequencies

The Frequency dropdown determines how often invoices repeat and displays extra selectors (e.g., weekday, month) based on your choice.

  • Daily: every N days—ideal for high‑frequency payments

  • Weekly: send on a specific weekday or on the action date—great for weekly coaching

  • Monthly: by date or by week (e.g., 2nd Wednesday)—common for memberships and retainers

  • Yearly: choose month and day, every N years—ideal for annual renewals

Auto‑Pay

Toggle Enable Auto‑Payment to charge it automatically after the first successful payment, streamlining collection.

  • Gateway Requirement: currently supported with Stripe‑connected sub‑accounts

  • First Invoice Must Succeed: card details are stored only after a successful manual payment

How to Set Up Send Recurring Invoice Action in Workflows

Properly configuring the Send Recurring Invoice action takes only a few clicks. Follow the numbered steps below to automate billing without errors.

Step 1: Navigate to Workflow Builder

  1. From your GHL Customer Care dashboard, navigate to Automation → Workflows.

  2. Click the blue + Create Workflow button in the top‑right corner to create a new workflow.

Step 1: Navigate to Workflow Builder (image 1 of 5) What this shows From your GHL Customer Care dashboard, navigate to Automation → Workflows. What this shows Illustrates the "Step 1: Navigate to Workflow Builder" section of "Workflow Action - Send Recurring Invoice". This screenshot appears in the "Step 1: Navigate to Workflow Builder" section of "Workflow Action - Send Recurring Invoice". The text alongside this image reads: From your GHL Customer Care dashboard, navigate to Automation → Workflows. Click the blue + Create Workflow button in the top‑right corner to create a new workflow. Immediately after, the guide continues: Within the Workflow Builder, click + Add Trigger. Choose a trigger. For example: Contract Signed/Form Submitted/Opportunity Status Changed. Then click Save Trigger. Image 1 of 5 What to clickFrom your GHL Customer Care dashboard, navigate to Automation → Workflows. Click the blue + Create Workflow button in the top‑right corner to create a new workflow.
Buttons and menus referenced Automation → Workflows.+ Create Workflow
Next stepWithin the Workflow Builder, click + Add Trigger. Choose a trigger. For example: Contract Signed/Form Submitted/Opportunity Status Changed. Then click Save Trigger.
All 2 steps in this procedure
  1. From your GHL Customer Care dashboard, navigate to Automation → Workflows.
  2. Click the blue + Create Workflow button in the top‑right corner to create a new workflow.

Step 2: Add Your Workflow Trigger

  1. Within the Workflow Builder, click + Add Trigger.

  2. Choose a trigger. For example: Contract Signed/Form Submitted/Opportunity Status Changed.

  3. Then click Save Trigger.

Step 2: Add Your Workflow Trigger (image 2 of 5) What this shows Within the Workflow Builder, click + Add Trigger. What this shows Illustrates the "Step 2: Add Your Workflow Trigger" section of "Workflow Action - Send Recurring Invoice". This animation appears in the "Step 2: Add Your Workflow Trigger" section of "Workflow Action - Send Recurring Invoice". The text alongside this image reads: Within the Workflow Builder, click + Add Trigger. Choose a trigger. For example: Contract Signed/Form Submitted/Opportunity Status Changed. Then click Save Trigger. Immediately after, the guide continues: Click the ➕ directly beneath the trigger to add an action. In the Action search bar, type Invoice and select Send Recurring Invoice under Payments. Image 2 of 5 What to chooseWithin the Workflow Builder, click + Add Trigger. Choose a trigger. For example: Contract Signed/Form Submitted/Opportunity Status Changed. Then click Save Trigger.
Buttons and menus referenced + Add TriggerChoosetriggerSave Trigger
Next stepClick the ➕ directly beneath the trigger to add an action. In the Action search bar, type Invoice and select Send Recurring Invoice under Payments.
All 3 steps in this procedure
  1. Within the Workflow Builder, click + Add Trigger.
  2. Choose a trigger. For example: Contract Signed/Form Submitted/Opportunity Status Changed.
  3. Then click Save Trigger.

Step 3: Insert the Send Recurring Invoice Action

  1. Click the ➕ directly beneath the trigger to add an action.

  2. In the Action search bar, type Invoice and select Send Recurring Invoice under Payments.

Step 3: Insert the Send Recurring Invoice Action (image 3 of 5) What this shows Click the ➕ directly beneath the trigger to add an action. What this shows Illustrates the "Step 3: Insert the Send Recurring Invoice Action" section of "Workflow Action - Send Recurring Invoice". This animation appears in the "Step 3: Insert the Send Recurring Invoice Action" section of "Workflow Action - Send Recurring Invoice". The text alongside this image reads: Click the ➕ directly beneath the trigger to add an action. In the Action search bar, type Invoice and select Send Recurring Invoice under Payments. Immediately after, the guide continues: Name the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”). Select From User to choose the sender. Pick an Invoice Template. Toggle Mode to Test for trial runs or Live for real billing. Under Start Date, choose Action…. Image 3 of 5 What to fill inClick the ➕ directly beneath the trigger to add an action. In the Action search bar, type Invoice and select Send Recurring Invoice under Payments.
Buttons and menus referenced ➕searchbarInvoiceSendRecurring
Next stepName the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”). Select From User to choose the sender. Pick an Invoice Template. Toggle Mode to Test for trial runs or Live for real billing. Under Start Date, choose Action Date (begins the schedule as soon as the contact hits the workflow trigger) or Fixed Date (aligns billing with a specific calendar day). Under Stop, select Never (continues until manually stopped) or After X Occurrences (perfect for installment plans (e.g., 12 monthly payments). Open the Frequency dropdown to pick Daily, Weekly, Monthly, or Yearly and adjust the interval options that appear. Enter Days in Advance to send the invoice N days before the due date. Toggle Enable Auto‑Payment on to store the customer’s card after the first payment and charge subsequent invoices automatically. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text. Click on Save Action.
All 2 steps in this procedure
  1. Click the ➕ directly beneath the trigger to add an action.
  2. In the Action search bar, type Invoice and select Send Recurring Invoice under Payments.

Step 4: Configure Action Settings

  1. Name the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”).

  2. Select From User to choose the sender.

  3. Pick an Invoice Template.

  4. Toggle Mode to Test for trial runs or Live for real billing.

  5. Under Start Date, choose Action Date (begins the schedule as soon as the contact hits the workflow trigger) or Fixed Date (aligns billing with a specific calendar day).

  6. Under Stop, select Never (continues until manually stopped)
    or After X Occurrences (perfect for installment plans (e.g., 12 monthly payments).

  7. Open the Frequency dropdown to pick Daily, Weekly, Monthly, or Yearly and adjust the interval options that appear.

  8. Enter Days in Advance to send the invoice N days before the due date.

  9. Toggle Enable Auto‑Payment on to store the customer’s card after the first payment and charge subsequent invoices automatically.

  10. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.

  11. Click on Save Action.

Step 4: Configure Action Settings (image 4 of 5) What this shows Name the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”). What this shows Illustrates the "Step 4: Configure Action Settings" section of "Workflow Action - Send Recurring Invoice". This animation appears in the "Step 4: Configure Action Settings" section of "Workflow Action - Send Recurring Invoice". The text alongside this image reads: Name the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”). Select From User to choose the sender. Pick an Invoice Template. Toggle Mode to Test for trial runs or Live for real billing. Under Start Date, choose Action Date (begins the schedule as soon as the contact hits the…. Immediately after, the guide continues: Tip: For a deeper dive into workflow navigation, see Workflow Builder Walkthrough. Image 4 of 5 What to fill inName the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”). Select From User to choose the sender. Pick an Invoice Template. Toggle Mode to Test for trial runs or Live for real billing. Under Start Date, choose Action Date (begins the schedule as soon as the contact hits the workflow trigger) or Fixed Date (aligns billing with a specific calendar day). Under Stop, select Never (continues until manually stopped) or After X Occurrences (perfect for installment plans (e.g., 12 monthly payments). Open the Frequency dropdown to pick Daily, Weekly, Monthly, or Yearly and adjust the interval options that appear. Enter Days in Advance to send the invoice N days before the due date. Toggle Enable Auto‑Payment on to store the customer’s card after the first payment and charge subsequent invoices automatically. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text. Click on Save Action.
Buttons and menus referenced From UserInvoice Template.ModeTesttrialLiverealbillingStart DateAction DateFixed DateStop
Next stepTip: For a deeper dive into workflow navigation, see Workflow Builder Walkthrough
All 11 steps in this procedure
  1. Name the action so it’s easy to identify (e.g., “Monthly Retainer – Silver”).
  2. Select From User to choose the sender.
  3. Pick an Invoice Template.
  4. Toggle Mode to Test for trial runs or Live for real billing.
  5. Under Start Date, choose Action Date (begins the schedule as soon as the contact hits the workflow trigger) or Fixed Date (aligns billing with a specific calendar day).
  6. Under Stop, select Never (continues until manually stopped) or After X Occurrences (perfect for installment plans (e.g., 12 monthly payments).
  7. Open the Frequency dropdown to pick Daily, Weekly, Monthly, or Yearly and adjust the interval options that appear.
  8. Enter Days in Advance to send the invoice N days before the due date.
  9. Toggle Enable Auto‑Payment on to store the customer’s card after the first payment and charge subsequent invoices automatically.
  10. Select Channel: Choose how the invoice is delivered Email, Text, or Email & Text. Default: Email & Text.
  11. Click on Save Action.

Step 5: Test and Publish

Tip: For a deeper dive into workflow navigation, see Workflow Builder Walkthrough

  • Once the workflow has been setup, click the blue Save button in upper right corner.

  • At the top of the workflow, click Test Workflow to test the workflow.

  • When everything looks correct, toggle to Publish to activate the workflow.

Step 5: Test and Publish (image 5 of 5) What this shows Once the workflow has been setup, click the blue Save button in upper right corner. What this shows Illustrates the "Step 5: Test and Publish" section of "Workflow Action - Send Recurring Invoice". This screenshot appears in the "Step 5: Test and Publish" section of "Workflow Action - Send Recurring Invoice". The text alongside this image reads: Once the workflow has been setup, click the blue Save button in upper right corner. At the top of the workflow, click Test Workflow to test the workflow. When everything looks correct, toggle to Publish to activate the workflow. Immediately after, the guide continues: Q: Do I need a payment gateway to send recurring invoices? Yes. Connect Stripe (or another supported gateway) before activating Auto‑Pay or sending invoices. Image 5 of 5 What to chooseOnce the workflow has been setup, click the blue Save button in upper right corner. At the top of the workflow, click Test Workflow to test the workflow. When everything looks correct, toggle to Publish to activate the workflow.
Buttons and menus referenced SaveTest WorkflowPublish
Next stepQ: Do I need a payment gateway to send recurring invoices? Yes. Connect Stripe (or another supported gateway) before activating Auto‑Pay or sending invoices.
All 3 steps in this procedure
  1. Once the workflow has been setup, click the blue Save button in upper right corner.
  2. At the top of the workflow, click Test Workflow to test the workflow.
  3. When everything looks correct, toggle to Publish to activate the workflow.

Frequently Asked Questions

Q: Do I need a payment gateway to send recurring invoices?
Yes. Connect Stripe (or another supported gateway) before activating Auto‑Pay or sending invoices.

Q: What happens if a customer’s card fails during Auto‑Pay?
The invoice remains unpaid. Set up a workflow with a Payment Failed trigger to retry and notify the customer.


Q: Will recurring invoices appear in the customer’s invoice history?
Yes—all generated invoices are logged under the contact’s record.

Q: Does the Live/Test toggle affect existing schedules?
No. It only controls invoices created after the toggle change.

Q: Can I send different templates based on contact attributes?
Use conditional branches to add multiple Send Recurring Invoice actions with different templates.

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