Recurring Charges
A recurring charge (subscription) automatically adds the same charge to a billing contact on a schedule — for example, monthly board. The generated charges roll into that contact's invoices like any other charge.
Where to set them up
You can create recurring charges from:
- The Recurring Charges page (tenant-wide), using Add Recurring Charge.
- A billing contact's Recurring charges sub-tab on their details page.
Create a recurring charge
- Select Add Recurring Charge.
- Complete the form:
| Field | Notes |
|---|---|
| Contact(s) | The billing contact to charge. On the tenant-wide page you can pick multiple contacts at once — one recurring charge is created per contact. |
| Title | Required. For example, "Monthly board". |
| Description | Optional internal note. |
| Horses | Optional. Defaults to the horses owned by the selected contact(s). |
| Items | Required. Add at least one item from your Products & Services. Each item has a quantity, discount (% or $), and tax rate. |
| Schedule | How often the charge repeats (see below). |
| Start Date | Required. The first occurrence. BarnManager suggests the next valid date for your schedule. |
| End Date | Optional. Leave blank for an open-ended subscription. |
- Select Save.
Schedule options
Choose a frequency:
| Frequency | Extra settings |
|---|---|
| Daily | None. |
| Weekly | Day of the week. |
| Bi-weekly | Day of the week. |
| Monthly | Day of month, the last day of the month, or an nth weekday (e.g. the "first Monday"). |
| Quarterly | Day of month or the last day of the month. |
| Yearly | Day of month or the last day of the month. |
The form shows a plain-English summary of the schedule as you build it.
Backfill
If you set a Start Date in the past, BarnManager backfills the missed occurrences when the charge is created. Backfill is capped at 90 days or 30 occurrences — if your start date is further back than that, you'll be asked to pick a more recent date.
Managing an existing recurring charge
Open a recurring charge to edit it. Editing shows its status (Active or Paused) and the next charge date. Changes apply to the next cycle — charges that were already generated are not touched, and removing or replacing items replaces the whole item list going forward.
From the edit view you can also:
| Action | What it does |
|---|---|
| Pause | Temporarily stops generating charges. |
| Resume | Restarts a paused subscription (may backfill missed occurrences, subject to the cap). |
| End | Stops the subscription permanently while keeping its history. |
| Delete | Removes the subscription. If it has already generated charges, you'll be directed to use End instead. |
The contact on an existing recurring charge cannot be changed — create a new one if you need to bill a different contact.