Recurring Invoice Template For Service Plan Clients

Below is a template to use when setting up or amending a recurring invoice in Harvest for a Service Plan client, as well as a video showing how to do so.

IMPORTANT NOTE:  We now have a specific invoice template in Xero that is used for any clients who are signed up to GoCardless. So instead of adding a different message into the Notes (optional, displayed on invoice) section at the bottom of the new recurring invoice in Harvest, we instead login in to Xero and update the Contact settings under Branding theme - instructions on how to do this are at the bottom of the page.

Strictly Savvy Service Plan

First issue date: First day of the billing month that the client's service plan is starting from

Frequency: Monthly

Sender: Strictly Savvy (assist@strictlysavvy.co.nz)

Recipients: Tick - client emails addresses. Do not tick - Send me a copy

Message body: Hi [Client First Name],

Thank you for your business.

Here is your monthly service plan invoice for Virtual Assistance.

Kind regards,

Strictly Savvy

Tax: 15% GST on Income (unless it is for an Overseas Client)

Due Date: 6 days after receipt

Subject: XX Hour Monthly Service Plan

Item Type: HServicePlans

Description: XX Hour Monthly Service Plan: Virtual assistant services for the month ahead

$XX per/hour Virtual

$XX per/hour On-site

Unit Price: Virtual Rate x Number of Plan Hours (all totals are excluding GST)

GST: Tick box beside the amount

Notes (optional, displayed on invoice):

GST Number - 118-537-076

Strictly Savvy Limited - Kiwibank: 38-9017-0431406-00

Please call us on (04) 934 5668 if you have any queries

Video showing how to create a recurring invoice in Harvest:

Updating Branding Theme in Xero

1. Log in to Xero

2. Under Contacts select the client you want to update

3. Click on Edit

4. Scroll down to the Sales defaults section

5. Find the Branding theme dropdown and select GoCardless Payment Invoice

6. Click on the blue Save & close button

Now all future invoices for this client with have the GoCardless template and not that no payment is needed as the amount will be deducted from their account on the due date. An email reminder is sent out a day or two before the due date to remind the client they have a payment coming out, when and for how much, so the client has time to make sure there are enough funds are in their account.