Recurring service

How recurring service works

• The customer signs one estimate. It covers every visit.
• Each visit is its own job on Projects and Schedule, already marked Scheduled.
• Visits are added eight weeks ahead, and topped up as time passes.
• On Projects, a visit carries a Repeats tag. The original signed job carries Recurring series.

Quote it as recurring

Tell the customer how often and the price per visit before they sign.

1. Build the estimate as usual. See Estimates.
2. On the Pricing step, under How often, set Service frequency to Weekly, Every 2 weeks, Every 4 weeks or Monthly.
3. Create and send the estimate.

The customer sees a line such as “Standard Clean every week — $260 per visit”, and the terms gain a recurring-service clause.

Make a job recurring

Do this once the customer has signed.

1. On Projects, open the signed job’s row menu (the three dots) and choose Make recurring.
2. Under Repeats, choose how often: Every week, Every 2 weeks, Every 4 weeks, Every … weeks, Monthly on a date or Monthly on a weekday. For snow removal there is also Every storm (snow route). See Snow removal.
3. Under On, select the day. Set the Arrival time and Visit length (hours).
4. Set First visit on or after.
5. Under Ends, choose Never (until paused or ended), a date, or a number of visits.
6. Check the list of the next six visits. It updates as you change the settings.
7. Check the Price per visit ($), tick the Default crew, and choose who is Lead.
8. Under Billing, leave Invoice each visit automatically when it’s marked Work complete ticked, or untick it to send each visit’s invoice yourself. See Invoice each visit automatically.
9. Press Create schedule.

Move or skip one visit

1. Open Recurring and select the customer’s schedule.
2. Under Visits, press Change beside the visit.
3. Leave This visit selected, then choose Reschedule this visit, Change crew for this visit or Skip this visit.

Only that visit changes. The rest of the schedule carries on. A skipped visit stays skipped.

Change this and following visits

Use this when the day, time, crew or length changes from a certain visit onward.

1. On the schedule, press Change beside the first visit that should be different.
2. Select This and following visits.
3. Change what you need and press Save changes.

To change the whole schedule from a date, press Edit at the top of the schedule and set Apply from.

Change the price

1. On the schedule, press Edit.
2. Set Apply from to the date the new price starts.
3. Change Price per visit ($).
4. To change visits that are already on the calendar from that date, tick Also re-price visits already on the schedule. Leave it unticked to change only visits added later. The box shows when the price is the only thing you changed.
5. Press Save changes.

Visits that have already started or been paid keep the old price.

Invoice each visit automatically

With Invoice each visit automatically when it’s marked Work complete ticked, you do not send visit invoices by hand. When you mark a visit Work Complete, the customer is emailed its final invoice at the visit’s usual price, with a link to pay online. It is the same invoice as Send the final invoice.

• The box is ticked when you make a new schedule.
• The schedule page says which way it is set: “Each visit is invoiced automatically when it is marked Work complete” or “You send each visit’s invoice yourself”.
• To change it, press Edit on the schedule and tick or untick the box under Billing. It applies to every visit that has not been invoiced yet.
• Only the first invoice for a visit is sent automatically. If a visit already has an invoice, or you recorded its payment by hand, nothing is sent.

Pause a schedule

For a customer who is away for a while.

1. On the schedule, press Pause.
2. Set Resume on to the date service starts again. Leave it empty to pause until you resume it yourself.
3. Press Pause.

Visits before the resume date that have not started come off the calendar. If you resume early, they go back on.

End a schedule

1. On the schedule, press End.
2. Set the Last visit date.
3. Press End schedule.

Visits after that date that have not started are removed. Visits up to that date, and anything already started or paid, stay.