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Your Company Name
123 Business Street
City, State 10001
Country
hello@yourcompany.com
+1 555 000 0000
RECURRING INVOICE
INV-2025-001
Bill To
Client Name
456 Client Avenue
City, State 20002
client@example.com
Issue Date
Due Date
Description
Qty
Unit Price
Total
Subtotal$0.00
Discount$0.00
Tax (10%)$0.00
Shipping$0.00
TOTAL DUE$0.00
Payment Details:
Bank: Your Bank Name
Account: 1234567890
Payment due within 30 days. Thank you for your business!
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What Is a Recurring Invoice?
A recurring invoice is a billing document sent on a regular schedule - weekly, monthly, quarterly, or annually - for ongoing services or subscription-based arrangements. Rather than creating a new invoice from scratch each period, a recurring invoice uses a consistent format with the billing period dates updated each time.
Recurring invoices are used by subscription businesses, software companies, agencies on retainer, property managers, and any business that provides ongoing services for a regular fee. Predictable, timely invoicing leads to predictable, timely payment - which is why having a solid recurring invoice process is essential for cash flow.
Key Fields for Recurring Invoices
Billing period - clear start and end dates for the period being invoiced
Subscription or retainer description - what service is provided during the period
Invoice frequency note - e.g. "Monthly Retainer - Billed on 1st of each month"
Sequential invoice number - each period gets a new unique number
Previous balance - if rolling any outstanding amount forward
Direct debit reference - if payment is automated
Frequently Asked Questions
Should I send a new invoice every month for a retainer?
Yes - even for automated or standing order payments, issuing a monthly invoice is best practice. It provides both you and your client with a clear paper trail and is essential for your accounting and tax records.
How do I handle price increases on a recurring invoice?
Give the client advance notice - typically 30 days - before increasing a recurring fee. Reference the original agreement and the new rate. Issue the first invoice at the new rate with a note: "Price updated from [date] per our notification of [date]".
What happens if a recurring invoice isn't paid?
Treat it like any other overdue invoice - send a reminder, then escalate if needed. For subscription services, it is reasonable to pause access to the service after a payment is significantly overdue, provided this is stated in your contract.
When should I send the recurring invoice each month?
Bill at the start of each month for advance payment, or on a fixed date such as the 1st or 15th. Consistency matters - clients who receive invoices on the same date each month process them faster because it fits their own payment cycle.