A recurring invoice is generated automatically on a schedule (usually monthly) for an agreed amount. Set it up once with the client, the line items, the day of the month and the payment terms; the software issues each invoice with the next number and due date so retainers are billed on time without anyone remembering.
Who should use recurring invoices
- Agencies and consultants on a monthly retainer.
- IT and web businesses billing hosting, maintenance or support plans.
- Cleaning, gardening, security and other service contracts.
- Tutors, coaches and studios with monthly memberships.
- Landlords and property managers billing rent.
Setting one up
- Agree the scope, the monthly amount and the billing day in writing (a quotation works well).
- Create the first invoice with the exact line items you want repeated.
- Mark it as monthly and choose the day it should be issued, for example the 1st.
- Set the payment terms (Net 7 is typical for retainers) so the due date is calculated each month.
- Decide whether it is sent automatically or lands as a draft for a quick review.
Handling changes
Price increases: give notice in writing (30 days is courteous), then update the recurring invoice before the next run. Extra work: bill it on a separate once-off invoice so the retainer amount stays predictable. Pauses: stop the schedule rather than deleting it, so it can resume with the same numbering.
Reducing late payment on retainers
Invoice on the same day every month, send it to accounts, and agree a debit order or a fixed EFT date with the client. Because the amount does not change, retainer clients are the easiest to move to automatic payment. Track them in one place so a missed month is obvious. See how to chase late payments.
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