Recurring Appointments, Jobs, & Invoices

Recurring appointments in BlueSuite help service businesses schedule repeat work, automate future visits, and send invoices without manual effort. This feature is ideal for businesses that rely on consistent service schedules, such as cleaning, landscaping, and maintenance.

This guide explains how to set up recurring appointments, how to manage repeat schedules over time, and how BlueSuite helps automate recurring service appointments from both jobs and the schedule.

How to Set Up Recurring Appointments in BlueSuite

BlueSuite offers two ways to create recurring appointments and invoices. Both options produce the same result, but the starting point depends on how you prefer to work.

Option 1: Create Recurring Appointments from a Job

This option follows the standard BlueSuite workflow and is ideal when starting from a request or quote.

Step 1: Create a Job Using the Standard Workflow

Begin by following the normal process:

1. Create a request.
2. Convert the request into a quote.
3. Approve the quote and convert it into a job.

If you are new to jobs, review the Jobs support guide.

Step 2: Set the Job as Recurring

1. Open the job you want to schedule as ongoing.
2. Under Job Details, select Recurring as the Job Type.
3. Click Save.

After saving the job type, a new button appears:

“Create Recurring Appointments & Invoices”

This button opens the recurring schedule wizard.

Step 3: Automate Recurring Service Appointments with the Wizard

Click “Create Recurring Appointments & Invoices” to launch the wizard. This guided setup allows you to automate repeat service visits and invoice creation in a single workflow.

Required Fields in the Recurring Wizard

Complete the following fields:

• First Appointment Date
  The date the recurring schedule begins.
• Start and End Time
  Defines the time window for each scheduled visit.
• Repeats: Choose how often the service occurs.
  • Daily
  • Weekly
  • Monthly
  • Custom: Allows for repeating every X days, weeks, or months and selecting specific days of the week.

• Duration
  Set how long the recurring schedule runs:
  • X Days
  • X Weeks
  • X Months
  • Forever
• Appointment Assignee
  Select the team member responsible for the service.
• Send Invoice Hours After Appointment
  Set how many hours after each visit the invoice is automatically sent.
• Payment Terms
  Choose from Due on Receipt, Net 7, Net 14, Net 30, Net 60, or Net 90.

After completing all required fields, click “Create Recurring Schedule”.

Option 2: Create Recurring Appointments from the Schedule

You can also create recurring appointments and invoices directly from the Schedule module once a quote has been accepted and a job has been created. This option is useful if you prefer working visually from the calendar.

Step 1: Navigate to the Schedule

1. Open the Schedule module.
2. Select the date and time when the appointment should occur.

Step 2: Create the Recurring Event

When creating the appointment from the schedule:

1. Choose to make the event recurring.
2. Fill out the recurring details such as frequency, duration, and timing.
3. Assign the appointment to a team member.

The recurring setup fields mirror those used in the wizard from Option 1.

Step 3: Associate the Appointment and Invoices

From the schedule or appointment creation screen, you can:

• Associate recurring appointments back to an existing job
• Create recurring invoices tied to those appointments
• Control when invoices are sent after each visit

This allows full scheduling and billing automation without returning to the job record.

To learn more about managing scheduled events, review the Events support guide.

Viewing Scheduled Appointments and Invoices

After creating the recurring schedule, BlueSuite automatically generates:

• A list of scheduled service visits linked to the job
• A list of invoices set to send based on your selected timing

Both appointments and invoices can be viewed and managed directly from the job record. For more details on invoices, see the Invoices support article.

How to Manage Recurring Appointments

Managing repeat schedules is flexible and does not require recreating the entire series when changes are needed.

Edit from the Job

Open the job and select the appointment or invoice you want to update. From there, you can edit that specific record.

Edit from the Schedule

You can also manage scheduled visits from the calendar:

1. Navigate to the Schedule module.
2. Find the date and service visit.
3. Select the event.
4. Click “Edit Event”.

Editing Recurring Appointments

When editing a scheduled service, BlueSuite prompts you to choose how the update should apply. This prevents accidental changes to the entire schedule.

You can choose to:

• Update only this event: Applies changes to a single visit.
• Update all future events: Applies changes to this visit and all upcoming occurrences.
• Recreate all future events with a new schedule: Generates future visits using updated rules.

This approach allows you to manage ongoing services while keeping historical records intact.

Recurring Appointment Scheduling Software in BlueSuite

BlueSuite includes recurring appointment scheduling software directly within jobs, events, and invoices. Because everything is connected, repeat schedules remain consistent without relying on external tools or manual tracking.

Summary

Recurring appointments in BlueSuite allow you to:

• Schedule ongoing jobs efficiently
• Automate repeat service visits
• Send invoices automatically after each visit
• Adjust future schedules without disrupting past records

By using automated scheduling for recurring services, businesses save time, reduce errors, and keep operations predictable for both teams and customers.