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Recurring client billing

Some clients are not a one-off show, they are a weekly load-in, a monthly maintenance visit, or a season of dates on the same contract. This playbook takes a finished job or show and turns it into billing that repeats on its own.

  1. Finish the job or the show. Run the event as normal in ShowKeep or ShowPlot. Anything with a gear list or a rental history is a candidate for invoicing.
  2. Send it to ShowBill. From the job or the show, send to ShowBill to start an invoice. A ShowKeep job arrives already priced by day rate; a ShowPlot show arrives with the gear list but no prices, since ShowPlot does not carry pricing. See Turn a plot or a job into an invoice and Send work between apps.
  3. Review and send the first invoice. Check the lines, price anything that arrived without amounts, and send it. See Create an invoice.
  4. Turn it into a recurring invoice. For a client you bill on a schedule, set the invoice to repeat instead of rebuilding it every cycle. See Recurring invoices and reminders.
  5. Set reminders for late payment. Add automatic reminders so overdue invoices follow up without you tracking them by hand. See Recurring invoices and reminders.
  6. Keep the link in step. If the underlying job or show changes before the next cycle, ShowBill shows a "changed in..." banner so you can pull the update into the next invoice instead of billing stale numbers.

:::tip Let the priced side lead When a show is linked to a priced ShowKeep job, send the job to ShowBill rather than the show. You get the rental math for free, with a note on each line that shows how the number was reached, for example "$500.00/day x 3 days". :::

:::note ShowBill and Max Receiving a handoff into ShowBill, and the apps sending into it, need Max, or the bundle. See What each tier unlocks for integration. :::