Recurring Billing SOP

Recurring Billing SOP

1. Objective

FullEnsure contentall recurring invoices are set up accurately and billed consistently according to client agreements.

2. Scope

• Setting up recurring invoices
• Managing billing cycles
• Verifying recurring payments
• Preventing billing errors

3. Accessing Recurring Billing

4. Pre-Setup Validation

5. Setting Up a Recurring Invoice

Step 1: Add Customer

• Click Select Customer
• Search by email
• Select correct client profile

Step 2: Add Subject

Copy client's name and add the Plan name.

Step 3: Product Details

1. Click Add Product
2. Confirm plan and pricing (monthly amount)
3. Add tax manually (click Service Fee)
4. Click Save

Step 4: Recurring Invoice Settings

4.1 — pre-setupHow validationOften

• Set to monthly, every 1 month
• Input the client's requested billing date

4.2 — Start Date (MasterlistCRITICAL)

Scenario	Rule	Example
Billing Tracker),starts addingTHIS customer/subject/product,month	Select taxdate setup,BEFORE recurringbilling settingsdate	Billing March 25 → Start date March 24
Billing starts NEXT month	Select date AFTER billing date	Billing March 25 → Start date March 26 → Bills April 25

4.3 — Date Verification

Double-check the date matches what's displayed at the end of the invoice. Adjust if there is a mismatch.

4.4 — End Date

Setting	When to Use
Never	Standard monthly payments (monthly,default)
After	Client specified an end month, or when editing for referral discount

Common Mistakes to Avoid