Managing recurring payments can be time-consuming especially if you're manually sending invoices every month. GEM Software now solves this with a Send Recurring Invoice action inside Workflows, letting you fully automate billing cycles for memberships, subscriptions, and client retainers.

Whether you're invoicing weekly, monthly, or yearly, this feature gives you total control over frequency, start dates and even auto charging customer cards.

Why This Matters

For agencies, course creators, or SaaS businesses, recurring billing is a critical part of operations. Previously, users had to build external workarounds to automate this. With this native workflow action, you can now schedule and manage recurring invoices directly inside GEM Software workflows saving time, reducing errors, and improving cash flow.

Setting Up Recurring Invoices in a Workflow

Prerequisites

Make sure these are already in place:

• You have at least one Invoice Template created under Invoices.

• Your Payment Gateway (e.g. Stripe or PayPal) is connected and active.

Step 1: Add the Recurring Invoice Action

1. Go to Automated Workflows > Workflows and click + Create Workflow.
   

   

2. Click the “+” icon to Add New Trigger.
   

   

3. Search for and select Send Recurring Invoice.

Step 2: Configure Basic Settings

• Rename the Action (e.g., “Monthly Silver Membership”).

• Choose From User (the sender/owner of the invoice).

• Select your Invoice Template.

• Toggle between Live Mode or Test Mode depending on your setup.

Step 3: Set the Start Date

You can choose:

• Action Date – The invoice starts from when the contact enters the workflow (e.g. form filled, onboarding complete).

• Fixed Date – Choose a specific calendar date for the first invoice (e.g. July 1st).

Step 4: Define Stop Rules

Control how long the invoice cycle continues:

• Never – The recurring invoice continues indefinitely until manually stopped.

• After X Occurrences – Example: 12 monthly invoices (1-year term).

Step 5: Set Frequency

You can define how often the invoice should repeat:

Step 6: Enable Auto-Pay (Optional)

Turn this ON if you want GEM Software to automatically charge the customer’s saved card after the first successful manual payment.

Step 7: Save, Test & Publish

• Use the Test Workflow feature to ensure everything works as expected.

• Once confirmed, Publish the workflow to go live.

Sample Use Case: Monthly Membership Billing

Scenario:
You run an online course platform offering a $97/month subscription.

Workflow Setup:

• Trigger: When someone completes the registration form

• Action: Send Recurring Invoice using your “Monthly Membership” template

• Start Date: Action Date (from form submission)

• Frequency: Monthly

• Occurrences: 12 (to run for 1 year)

• Auto-Pay: Enabled (to automatically charge saved cards)

With this automation, your members will be invoiced every month without you lifting a finger and your payment system stays in sync.

Key Benefits

• Save time by eliminating manual invoice tasks

• Improve cash flow with timely and consistent billing

• Automate follow-up with additional actions (emails, tags, reminders)

• Flexible setup for any billing model: subscriptions, retainers, payment plans

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