How to Create and Manage Recurring Invoices in GoHighLevel

If you are moving billing processes from ClickUp or another tool into GoHighLevel, understanding how to set up recurring invoices is essential. This guide walks you step-by-step through creating, editing, and managing automated invoice schedules so your clients are billed consistently and accurately.

The recurring invoices feature in GoHighLevel automates repeated billing cycles for subscriptions, retainers, or ongoing services. You can customize dates, frequencies, and line items while keeping all invoices organized inside each sub-account.

Accessing Recurring Invoices in GoHighLevel

Before creating a schedule, you need to know where recurring invoices live inside your GoHighLevel sub-account.

1. Log in to your GoHighLevel account.
2. Select the desired Sub-Account from your account switcher.
3. In the left-hand menu, click Payments.
4. Under Payments, click Invoices.
5. Go to the Recurring tab to view and manage recurring schedules.

The Recurring tab displays all existing schedules, including status, client, next run date, and other key details for your GoHighLevel billing setup.

How to Create a Recurring Invoice in GoHighLevel

Follow these steps to create a new recurring schedule in GoHighLevel for any client or subscription.

1. Open the correct Sub-Account and navigate to Payments > Invoices > Recurring.
2. Click the + New Recurring Invoice button (or similarly labeled action, such as Create or Add).
3. Select or create the Customer who will receive the recurring invoice.
4. Set the Start Date for the first invoice in the billing cycle.
5. Choose the Frequency, such as:

• Weekly
• Monthly
• Quarterly
• Yearly

6. Optionally define an End Date or specify the number of occurrences if you do not want the schedule to run indefinitely.
7. Add Line Items, specifying:

• Product or service name
• Description
• Quantity
• Unit price
• Applicable taxes or discounts

8. Review the Total Amount and tax calculations.
9. Configure Payment Settings (if supported for your account), such as allowing card payments or automatic collection.
10. Decide whether invoices should be Automatically Sent to the customer via email or only generated as drafts.
11. Click Save or Create to activate the recurring invoice schedule in GoHighLevel.

Once saved, GoHighLevel will automatically generate invoices based on your defined schedule and send them if you enabled automatic delivery.

Key GoHighLevel Recurring Invoice Settings

While creating or editing a schedule, several fields control how your recurring invoices behave in GoHighLevel.

Customer and Contact Details in GoHighLevel

Every recurring invoice must be linked to a customer. In GoHighLevel, this typically uses the contact information stored in your sub-account. Ensure:

• The email address is correct so invoices are delivered.
• The billing address and business details are accurate for tax and compliance purposes.
• The customer is clearly named to avoid confusion if you manage multiple recurring schedules.

Billing Frequency and Duration in GoHighLevel

The frequency setting controls how often GoHighLevel generates the invoice. Common uses include:

• Weekly – ideal for short-term services or weekly retainers.
• Monthly – best for standard subscriptions and retainers.
• Quarterly or yearly – useful for long-term contracts or prepaid engagements.

In addition, you can:

• Specify a Start Date in the future for scheduled launches.
• Set an End Date if you know when the service ends.
• Or leave the schedule open-ended for ongoing billing.

Line Items and Taxes in GoHighLevel

Each recurring invoice can include one or more line items. Within GoHighLevel, configure:

• Product or service name – clearly labeled so clients know what they are paying for.
• Descriptions – optional narrative details or usage notes.
• Quantity and unit price – the foundation for your total invoice amount.
• Taxes – set per line item or for the invoice, depending on your configuration.
• Discounts – if you offer promotional or loyalty discounts.

Accurate line items ensure GoHighLevel generates consistent invoices and reduce disputes or confusion with your clients.

Managing Existing Recurring Invoices in GoHighLevel

After creating recurring schedules in GoHighLevel, you can easily manage them from the Recurring tab.

Viewing Recurring Schedules in GoHighLevel

To view all existing schedules:

1. Open the relevant Sub-Account.
2. Go to Payments > Invoices > Recurring.
3. Review the list, which usually displays:

• Customer name
• Schedule status (Active, Paused, or Canceled, depending on your version)
• Next invoice date
• Frequency
• Total amount

You can click on any schedule to open its details and make updates.

Editing a Recurring Invoice in GoHighLevel

To modify a schedule:

1. From the Recurring tab, click the specific recurring invoice you want to edit.
2. Adjust fields such as:

• Frequency or next run date
• Line items, prices, or quantities
• Customer details or billing email
• End date or number of cycles

3. Save your changes to update how GoHighLevel generates future invoices.

Edits typically apply to future invoices and will not retroactively change invoices that have already been generated or sent.

Pausing or Canceling Recurring Invoices in GoHighLevel

If a client pauses their service or cancels a subscription, you can stop the corresponding schedule in GoHighLevel.

1. Open Payments > Invoices > Recurring.
2. Select the recurring schedule to manage.
3. Use the available controls to either:

• Pause the schedule (if supported) to temporarily stop generating invoices.
• Cancel or Delete the schedule to permanently stop future invoices.

After cancellation, GoHighLevel will no longer create new invoices for that schedule, but you can still access past invoices under the standard Invoices section.

How GoHighLevel Handles Generated Recurring Invoices

When a schedule runs, GoHighLevel automatically generates a standard invoice instance, which then appears in your main invoice list.

• Each run produces a new invoice with its own invoice number and date.
• If automatic email delivery is enabled, the client receives the invoice directly.
• Payment status (Paid, Unpaid, Overdue) is tracked in the main invoice area.

You can open, resend, or manually record payments for these invoices just like any other invoice created in GoHighLevel.

Best Practices for Recurring Invoices in GoHighLevel

To keep your recurring billing organized and reduce errors, follow these tips:

• Standardize naming for line items across all GoHighLevel sub-accounts.
• Double-check start dates when creating new schedules, especially if you migrate from another platform.
• Review the Recurring tab regularly to confirm next run dates and active clients.
• Test new schedules with a small group of clients before rolling them out widely.
• Keep customer data updated to prevent failed invoice deliveries.

Additional Resources

For a more detailed feature reference, you can review the official documentation on how to create and manage recurring invoices in GoHighLevel here: GoHighLevel recurring invoices help article.

If you need strategic help implementing GoHighLevel across your agency or business, consider the implementation and consulting services available at Consultevo.

By setting up recurring invoices correctly, GoHighLevel can automate your billing cycles, reduce manual work, and provide consistent, professional invoicing for every client you serve.

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