Published 3 November 2025
Use automatic recurring invoicing when a Product is billed on a regular schedule. For example, monthly hosting fees, annual subscriptions, or quarterly maintenance packages.
In order for a Product to be invoiced automatically, the Billing Frequency must be set to Monthly, Quarterly, or Yearly, and the Invoice Type must be set to Recurring fixed fee.
Set up recurring invoicing
Open your project and go to the Contract tab.
Select the Product contract line you want to invoice automatically.
Click the Invoicing tab and confirm the Invoice Type is set to Recurring fixed fee.
Define the following parameters:
| Field | Description |
| Start date | The date PSOhub will begin invoicing this Product line automatically. |
| End date | Determines when PSOhub will stop invoicing the Product line. Note: This field is optional. If your Product renews automatically (e.g., annual subscriptions), you can leave it blank. Once the contract is terminated, return to the Product line and specify the end date. |
| Frequency | The billing frequency (Monthly, Quarterly, or Yearly) is inherited automatically from the Product Price List. It cannot be changed at the project level. |
| Next invoice on | Displays the next scheduled invoice date and the amount, as defined by the Product line details. |
Note: If you deactivate a Product contract line defined as Recurring, PSOhub will no longer generate invoices for that line.
Invoicing Options
Because recurring invoices are generated automatically, you can choose how PSOhub should handle them:
- Draft: Allows you to review, modify or delete invoices, without them being sent automatically
- Approve and send: PSOhub will create, approve, and send invoices automatically on schedule.
You can configure this behavior, by clicking on Edit in the left-hand pane of your project.
When automatic invoicing begins
Automatic invoicing begins based on the Start Date defined in the Product line and the Stage of the project.
- If the project is Active, PSOhub will generate the first invoice on the Start date (within the hour)
- If the project is still in Proposal/Draft stage, the invoice will be created as soon as the project is changed to Active, provided the Start Date has already passed or is the same day.
- Subsequent invoices will follow the schedule defined by the Product's Billing Frequency (Monthly, Quarterly, or Yearly).
Note: If multiple Product contract lines share the same Start Date, PSOhub will include them all on a single invoice.
View your recurring invoices
Once invoices have been generated, you can find them in the Invoices section of your project.
Each automatically created invoice includes all Product contract lines scheduled for that billing date.
If the invoice was generated as a Draft, you can:
- Open it to review or modify details such as descriptions, tax settings or references
- Approve and send it to the client once validated.
If your invoice was set up to be automatically approved and sent, the invoice number will appear in the left-hand pane under Number as soon as it's been generated.
Integration with Financial Systems
If your PSOhub environment is integrated with a financial solution such as QuickBooks, Xero, or Exact Online, invoices generated automatically in PSOhub will sync to your accounting system.
When the invoice has been sent:
- PSOhub will post the invoice data, including customer details, line items, and tax information to your financial system.
- The Accounting invoice number field will display the external invoice number generated by your financial system.
- Once synced to your financial system, it can be sent to your client directly, according to your integration settings.