Recurring Invoices: How to Set Up Automatic Billing That Saves Hours

If you're manually creating the same invoice for the same client every month, you're wasting valuable time. Recurring invoices automate this process, ensuring consistent billing while freeing you to focus on actual work.

Let's explore how to set up recurring invoices effectively.

What Are Recurring Invoices?

Recurring invoices are automatically generated invoices sent to clients at regular intervals—weekly, monthly, quarterly, or annually.

They're perfect for:

• Retainer agreements – Monthly service fees
• Subscriptions – Ongoing access to products or services

• Maintenance contracts – Regular support agreements
• Rental income – Property or equipment rentals

• Membership fees – Club or organization dues

Once set up, the invoice is created and sent automatically without any action from you.

Benefits of Recurring Invoices

1. Time Savings

Creating invoices manually takes time. Recurring invoices eliminate this repetitive task entirely. Set it up once, and it runs itself.

2. Consistent Cash Flow

Regular invoicing means regular payments. Predictable income makes business planning much easier.

3. Fewer Missed Invoices

Never forget to bill a client again. Automatic invoicing ensures you get paid for every period.

4. Professional Appearance

Clients receive consistent, on-time invoices—showing you run an organized operation.

5. Better Client Relationships

Clients know exactly what to expect and when. No surprises means fewer disputes.

When to Use Recurring Invoices

Great candidates for recurring invoices:

• Monthly retainer clients
• Subscription services

• Ongoing maintenance agreements
• Regular consulting arrangements

• Any service billed at fixed intervals

Not ideal for recurring invoices:

• Project-based work with varying scope
• One-time services

• Work with fluctuating hours/rates
• Clients who prefer detailed per-project billing

How to Set Up Recurring Invoices

Step 1: Define the Terms

Before setting up automation, clarify:

• Amount: Fixed or variable?
• Frequency: Weekly, monthly, quarterly, annually?

• Start date: When does billing begin?
• End date: Is there a defined end, or ongoing until cancelled?

• Payment terms: Due on receipt? Net 15?

Step 2: Get Client Agreement

Always confirm recurring billing with clients:

• Put it in your contract
• Send a confirmation email

• Get explicit approval for automatic billing

Step 3: Set Up in Your Invoicing System

Most invoicing software (including BillerBear) lets you:

Create a base invoice

Set the recurrence schedule

Choose automatic sending or review-before-send

Enable automatic payment reminders

Step 4: Monitor and Adjust

Don't completely forget about recurring invoices:

• Review them quarterly
• Adjust for rate changes

• Cancel when relationships end
• Follow up on failed payments

Recurring Invoice Schedules

Choose the right frequency for your business:

Weekly

Best for:

• Hourly workers with weekly timesheets
• Short-term projects with weekly billing

• Some service businesses

Monthly

Best for:

• Retainer agreements
• Subscription services

• Most B2B relationships

Most common choice – balances regular income with reasonable administrative effort.

Quarterly

Best for:

• Larger service contracts
• Seasonal businesses

• Some professional services

Annually

Best for:

• Membership fees
• Annual software licenses

• Insurance-type services

Best Practices for Recurring Invoices

1. Clear Communication

Tell clients:

• What they'll be charged
• When they'll be charged

• How to cancel if needed

2. Provide Value Summaries

Periodically remind clients what they're getting.

3. Make Payment Easy

Include payment links. Set up auto-pay if possible.

4. Handle Changes Gracefully

When rates change:

• Give advance notice (30+ days)
• Explain the reason

• Update the recurring invoice on a clear date

5. Track and Review

Regularly check:

• Which recurring invoices are active
• Which clients have failed payments

• Whether rates need adjustment

Frequently Asked Questions

What is a recurring invoice? A recurring invoice is an automatically generated invoice sent to clients at regular intervals—weekly, monthly, quarterly, or annually. Once set up, invoices are created and sent without manual action.

When should I use recurring invoices? Use recurring invoices for retainer agreements, subscription services, maintenance contracts, regular consulting arrangements, or any service billed at fixed intervals. They're not ideal for project-based work with varying scope.

How do I set up recurring invoices? Define the terms (amount, frequency, start/end dates), get client agreement in writing, set up the schedule in your invoicing software, and monitor regularly for any needed adjustments.

Should I get client approval for recurring billing? Yes, always. Include recurring billing terms in your contract, send a confirmation email, and get explicit approval before starting automatic billing. This prevents disputes and builds trust.

How often should I review my recurring invoices? Review them quarterly at minimum. Check for rate changes needed, client relationships that have ended, failed payments that need follow-up, and ensure all active recurring invoices are still appropriate.

Key Takeaways

Automate repetitive billing – Save time and reduce errors

Communicate clearly – Clients should know what to expect

Review regularly – Don't set and completely forget

Make payment easy – Include payment links

Handle changes professionally – Advance notice for rate changes

Recurring invoices transform billing from a time-consuming chore into a background process. Set them up correctly, and you'll enjoy predictable income with minimal effort.