Core concepts
Recurring Invoice
A recurring invoice is an invoice that is automatically generated and sent on a set schedule for ongoing services.
What a recurring invoice means
A recurring invoice is an invoice that the system creates and sends automatically on a fixed schedule, such as weekly, monthly, or quarterly. Instead of writing a new invoice by hand every billing period, you set up the line items, the amount, and the schedule once, and each new invoice goes out on its own.
Recurring invoices are built for ongoing relationships where the work and the price stay the same from one period to the next. A maintenance plan, a monthly retainer, a managed service, or a subscription are all natural fits. Each invoice in the series usually carries the same amount and a fresh invoice number and due date.
When to use recurring invoices
Use a recurring invoice whenever you bill the same client a predictable amount on a regular cadence. It removes the manual step of remembering to invoice, which means you get paid on time more often and spend less time on admin.
Set a clear billing date and payment term so the client knows exactly when each invoice lands and when it is due. Pairing recurring invoices with saved payment terms keeps the cadence consistent, and connecting a card on file lets each charge collect automatically. If the scope or price changes, update the template before the next cycle so the new amount flows through.
Example: A cleaning company sets up a recurring invoice for a client at 140 dollars on the 1st of each month. On June 1 the system automatically generates and emails the 140 dollar invoice. On July 1 it does the same again, with a new invoice number, without anyone touching it.
FAQs
Frequently asked questions
How is a recurring invoice different from a one-time invoice?
A one-time invoice is created and sent once for a single job. A recurring invoice is set up once and then generated automatically on a schedule, producing a new invoice each period until you stop it.
Can the amount on a recurring invoice change?
Yes. Most recurring invoices keep the same amount each period, but you can edit the template at any time. The new amount takes effect on the next scheduled invoice.
What schedules can a recurring invoice use?
Common schedules are weekly, biweekly, monthly, quarterly, and annually. You pick the cadence and the billing date when you set the invoice up.
Do recurring invoices charge the client automatically?
The invoice is generated and sent automatically on every cycle. Whether the payment is also collected automatically depends on whether the client has a card on file and auto-charge enabled.
Related terms
Payment terms
Payment terms are the conditions on an invoice that state when payment is due and how it should be made, for example "Net 30" or "Due on receipt."
Retainer
A retainer is an upfront fee a client pays to reserve ongoing access to your services, either drawn down against work or as a recurring fixed fee.
Invoice
An invoice is a document a seller sends to a buyer that itemizes goods or services provided and requests payment by a stated due date.
Put it into practice
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