Payments
Manage recurring billing
Set up and monitor repeat charges for storage, memberships, service plans, or other ongoing billing.
What you will accomplish
You will set up recurring billing so the same charge happens again on a schedule—without creating a new invoice by hand every month.
Common examples include monthly storage, quarterly service plans, annual memberships, and other repeat charges.
Recurring billing helps your team avoid missed charges and reduces manual work. You set the plan once, then monitor it on Payments > Recurring.
Before you start
- Make sure the customer already exists in Contacts.
- Create the recurring product first in Products & Services.
- Add at least one pricing variant on that product (for example monthly_standard at $500/month). Without a variant, the Add recurring window cannot show a price. See Manage products and services.
- Know the price, billing schedule, start date, and quantity.
- Confirm whether the customer has a saved payment method or should receive a payment request.
- Ask a manager if you are unsure whether the customer should be charged in advance or after the service period.
Open the Recurring page
Go to Payments > Recurring.
This page shows active, paused, future, and canceled recurring plans. You can also open the recurring revenue report from this page.
Understand the Add recurring window
The Add recurring window collects everything needed to bill on a schedule. Read each section before you save.
Customer — Who will be billed. Search by name or company.
Product / plan — The recurring item from Products & Services.
Price — The pricing variant (for example monthly_standard). If this dropdown is empty, add a variant on the product first.
Payment method — How the customer pays: saved card, invoice, or another option your facility allows.
Billing action — Whether to charge automatically, send an invoice, or wait for the customer to add a payment method.
Start date — When the schedule begins. This affects the first Next billing date on the list.
Add a recurring charge
- Click Add recurring
In the top-right area of the Recurring page, click Add recurring.
- Choose the customer
Search for the customer who should receive the recurring charge. Pick the correct customer before selecting the product.
- Choose the recurring product
Select the product or service the customer should be billed for, such as Monthly Climate Controlled Storage or Collectors Club Membership.
If the product is missing, create it first in Products & Services.
- Choose the price option
Select the pricing variant for this customer, such as monthly_standard.
The amount shown may be slightly higher than the base price if your facility passes card or platform fees to customers.
If no prices appear, open the product in Products & Services and add a variant first.
- Set the start date
Choose when the recurring plan should begin. If the customer should be charged right away, use the current date or the default start option.
- Choose the payment behavior
Select whether the system should use a saved payment method, send the customer an invoice, or request a payment preference.
If you are unsure, ask your billing manager which option your facility uses.
- Review and save
Check the customer, product, price, start date, and next billing date. Save only when the plan matches the agreement with the customer.
Expected outcome: The new plan appears on the Recurring list with a status such as Active or Future, and a Next billing date your team can track.
What success looks like
After you save the recurring plan:
- The plan appears on the Recurring page.
- The status shows whether the plan is active, paused, incomplete, future-dated, or canceled.
- The next billing date shows when the next invoice or payment should happen.
- Your team can open the plan later to pause, resume, update payment details, or review billing history.
Open the recurring revenue report
When you need a big-picture view of scheduled income:
- Open Recurring
Go to Payments > Recurring.
- Click Report
In the top-right area, click Report.
Expected result: The Recurring Revenue Report opens. You can review upcoming recurring charges and export to Excel if your team needs a spreadsheet.
Recurring billing terms in plain English
Billing schedule means how often the customer is charged, such as monthly or yearly.
Start date means when the recurring plan begins.
Next billing date means the next date the customer should be billed.
Payment method means how the customer pays, such as a card, bank account, invoice, cash, or check.
Paused means the recurring plan is stopped for now but not deleted.
Common mistakes to avoid
- Do not create a recurring plan for a one-time service. Use Invoices instead.
- Do not choose the wrong price option. Monthly, annual, and custom options can look similar.
- Do not leave the start date unchecked. A wrong start date can bill too early or too late.
- Do not assume the customer has a saved payment method. Check before choosing automatic payment.
Troubleshooting
Pause, resume, or cancel an existing plan
Use these steps when a customer's storage ends, they pause membership, or pricing changes.
- Open Recurring
Go to Payments > Recurring.
- Find the customer's plan
Search or scroll to the correct customer and product name.
Expected result: You see the plan status (for example Active, Paused, or Canceled) and the Next billing date.
- Click Manage
Click Manage on that row.
Expected result: A window titled Manage Recurring opens. It shows the customer, product, current price, payment method, and next billing date at the top.
Choose an action in Manage Recurring
The Manage Recurring window lists large action buttons. Pick the one that matches what the customer asked for:
Change Price (or Change Price & Quantity) — Update the amount when your manager approved new pricing. You may also change quantity when the product bills per vehicle.
Pause Billing (or Pause Units) — Stop charges temporarily. The customer may return later. You can pause immediately or at the end of the current billing period.
Resume Billing — Appears when a plan is already paused. Restarts billing on the next cycle.
Change Billing Date — Move when the customer is charged each month or year.
Change Payment Method — Switch between card, bank account, invoice, cash, or check when your facility allows it.
Cancel Recurring (or Cancel / Reduce) — End the plan when the customer is leaving or reducing vehicles on the plan.
- Pause billing temporarily
Click Pause Billing. Choose whether to pause now or at the end of the current period.
Why this matters: Pausing now stops the next charge right away. Pausing at period end lets the customer finish the time they already paid for.
Expected result: The Recurring list shows Paused until you resume.
- Resume after a pause
Open Manage on a paused plan and click Resume Billing.
Expected result: Status returns to Active and the Next billing date updates.
- Cancel when the customer is done
Click Cancel Recurring. Follow the prompts to cancel at the end of the period, immediately, or on a specific date—depending on what your facility allows.
Why this matters: Canceling stops future automatic charges. It does not automatically refund past payments.
Expected result: The plan status shows Canceled on the Recurring list.
- Change price when approved
Click Change Price, pick the new price option (or enter the new amount), and save.
Expected result: The amount on the Recurring row updates. Confirm with the customer if your facility policy requires it.
What to do next
After creating a recurring plan, check the Recurring page regularly. Use the Report button to review recurring revenue and make sure expected storage or membership income is being tracked.