Who This Is For / When to Use
This action is for businesses that bill customers on a recurring basis, such as memberships, subscriptions, retainers, installment plans, or ongoing services, and want invoicing handled automatically through workflows.
What the Send Recurring Invoice Action Does
The Send Recurring Invoice action creates a recurring invoice schedule for a contact when a workflow reaches this step, using a selected invoice template, payment mode, schedule frequency, and end condition.
Once triggered, Kyrios sends invoices automatically according to the defined schedule without requiring manual invoicing.
Requirements Before Using This Action
The Send Recurring Invoice action requires the following setup to function correctly:
At least one Invoice Template created in Payments → Invoices
A connected and active payment gateway (for example, Stripe)
A workflow trigger that determines when the recurring schedule should start
If any requirement is missing, the action cannot be saved or executed.
How to Add the Send Recurring Invoice Action to a Workflow
To add this action, open the Workflow Builder and insert a new action step.
Click + Add New Action in the workflow.
Search for Send Recurring Invoice.
Select Payments → Send Recurring Invoice.
Action Configuration Fields Explained
Each field in the Send Recurring Invoice action controls a specific part of the billing schedule.
Action Name
The Action Name identifies this step inside the workflow and does not affect the invoice sent to the customer.
Use descriptive names such as Monthly Membership Invoice or Retainer Billing – Client A to make workflows easier to manage.
From User
The From User determines which Kyrios user appears as the sender of the invoice.
This user’s business information and connected payment settings are used for invoice delivery and processing.
Invoice Template
The Invoice Template defines the products, pricing, taxes, discounts, and payment terms used for every recurring invoice.
Only templates created in Payments → Invoices appear in this list.
Payment Mode (Live)
Payment Mode determines whether invoices are processed using live payment methods.
Enabled: Live payments are processed using the connected gateway.
Disabled: Use only for testing or internal validation.
Live mode must be enabled for customers to complete real payments.
Start Date
The Start Date controls when the recurring schedule begins.
Trigger Date: The schedule starts when the workflow action runs.
Fixed Date: The schedule starts on a specific calendar date.
Choose Trigger Date for event-based billing and Fixed Date for calendar-based billing cycles.
End Condition
The End setting defines when the recurring invoices stop.
Never: Invoices continue indefinitely until manually stopped.
After X Occurrences: Invoices stop after a defined number of sends.
This is commonly used for installment plans or limited-duration subscriptions.
Recurrence Frequency (How Often?)
The How Often field determines how frequently invoices are sent.
Available options:
Daily
Weekly
Monthly
Yearly
Additional scheduling fields appear depending on the frequency selected.
Monthly Scheduling Options
When Monthly is selected, additional controls allow precise scheduling.
Week of Month: Uses the workflow trigger date’s week
Day of Week: Uses the workflow trigger date’s weekday
Every X Months: Controls the billing interval (for example, every 1 or 3 months)
Send Invoice X Days in Advance: Sends invoices before the due date
Enable Autopayment
Autopayment automatically charges the customer’s saved card for future invoices after the first successful payment.
When enabled, Kyrios stores the payment method securely and processes subsequent charges without customer action.
This reduces failed payments and eliminates manual follow-up.
Common Issues and Fixes
Invoice Template Is Not Available
Cause: No invoice templates exist or the template was deleted.
Fix: Create or restore an invoice template in Payments → Invoices.
Payments Fail or Do Not Process
Cause: Payment gateway is not connected or Payment Mode is disabled.
Fix: Verify the payment gateway connection and ensure Payment Mode (Live) is enabled.
Invoices Send on the Wrong Date
Cause: Incorrect Start Date or frequency configuration.
Fix: Review Trigger Date vs Fixed Date and confirm frequency and interval settings.
Frequently Asked Questions
Can recurring invoices start on a specific date?
Yes. Select Fixed Date in the Start Date settings to begin billing on a specific calendar date.
Can recurring invoices stop automatically?
Yes. Choose After X Occurrences and enter the number of invoices to send.
Can invoices be sent on a specific weekday or week of the month?
Yes. Monthly scheduling allows invoices to align with specific weeks and weekdays based on the trigger date.
What happens if a payment fails?
Failed payments are handled by the connected payment gateway, and workflows can be used to notify customers or retry charges.