Recurring Services Through Automation

Managing recurring services, subscriptions, or retainer agreements can be time-consuming if handled manually. Nexus Portal’s automation tools make it simple to set up and manage recurring services, ensuring tasks and payments are handled effortlessly. This guide will show you how to streamline your recurring services and improve efficiency.

What Are Recurring Services? #

Recurring services refer to ongoing work or subscriptions provided on a regular basis, such as maintenance, retainer agreements, or subscription-based products. With automation, you can:

• Automate Recurring Invoices: Generate and send invoices for long-term clients automatically.
• Track Ongoing Tasks: Schedule and monitor repeat tasks for recurring services.
• Monitor Performance: Use pipeline stages to track the progress of recurring deals.

Steps to Automate Recurring Services #

Step 1: Create a Recurring Invoice #

1. Log in to your Nexus Portal admin account.
2. Navigate to the Finance section and click on Recurring Templates.
3. Click Create New Recurring Invoice.
4. Fill out the recurring invoice details:
   • Client: Select the client for this invoice.
   • Frequency: Choose how often the invoice should be sent (e.g., weekly, monthly, or quarterly).
   • Start Date: Set the start date for the recurring cycle.
   • End Date (Optional): Add an end date if applicable.
   • Items: Include the service details, quantity, and pricing.
5. Click Save to activate the recurring invoice.

Step 2: Automate Recurring Tasks #

1. Go to the Projects section in the main menu.
2. Select an existing project or create a new one for the recurring service.
3. Click on Tasks and then Create Task Template.
4. Define the recurring task details:
   • Task Name: Name the task (e.g., Monthly Maintenance).
   • Frequency: Set how often the task should repeat (e.g., weekly, monthly).
   • Assignee: Assign the task to a team member or group.
5. Click Save Template and activate the recurring task schedule.

Step 3: Use Deal Pipelines for Recurring Clients #

1. Navigate to the CRM section and select Deals.
2. Create a new deal or edit an existing one for a recurring service.
3. Assign the deal to a recurring pipeline stage (e.g., Active Retainers).
4. Track progress through the pipeline as services are delivered and renewed.
5. Use automation rules to move deals to the next stage based on triggers (e.g., payment received).

Step 4: Notify Clients of Upcoming Renewals #

1. Go to the Notifications section in the settings menu.
2. Enable automated reminders for:
   • Upcoming invoice due dates.
   • Task deadlines related to recurring services.
3. Set the timing for reminders (e.g., 7 days before the due date).
4. Click Save Changes.

Tips for Effective Automation #

• Leverage Templates: Use templates for invoices, tasks, and email reminders to save time.
• Track Payments: Monitor payment status for recurring invoices in the Finance section to ensure timely collection.
• Review Pipelines: Regularly review deal pipelines to identify trends and improve recurring services.
• Communicate with Clients: Notify clients of any changes in pricing or service terms well in advance.

Common Questions #

1. Can I cancel a recurring invoice?
Yes, you can cancel a recurring invoice by going to the Recurring Templates section and disabling it.

2. How do I edit a recurring task?
Navigate to the Tasks section of the project, select the template, and update the details as needed.

3. Can I add new clients to an existing recurring deal?
Yes, you can update the deal in the CRM section to include new clients or services.

Next Steps #

• Set Up Your First Recurring Invoice: Automate billing for your most common services.
• Create Task Templates: Use recurring task templates to simplify project management.
• Track Recurring Deals: Use the pipeline view to monitor performance and revenue growth.