How to Handle Recurring Invoices

Why Recurring Invoices Matter

If you have clients on monthly retainers, subscriptions, or ongoing service agreements, sending the same invoice structure every billing cycle saves significant time. Recurring invoices also create a predictable cash flow pattern and reduce the chance of forgetting to bill a client.

Saving an Invoice as a Local Template

After creating your first invoice for a recurring client, download the PDF and also bookmark or save the page. Your browser's local storage keeps the invoice data, so you can return to it as a starting point each month. This is the simplest way to maintain a template without an account.

Duplicating Invoices for the Next Cycle

To create a new invoice based on an existing one, keep the line items and client details the same and update only the invoice number, date, and due date. This ensures consistency while keeping each invoice unique for your accounting records.

Updating Dates and Invoice Numbers

Each billing cycle, change the invoice date to the current date and the due date to your terms (for example, 30 days out). Increment the invoice number sequentially. Double-check that the amounts still reflect the current agreement, especially if rates changed at renewal.

Frequently Asked Questions

Does InvoiceGen support automated recurring invoices?
Automated scheduling is not yet available. For now, duplicate your previous invoice manually each cycle and update the date and number. This takes under a minute once your template is set up.
How should I invoice for retainer-based work?
Create a recurring invoice with the retainer amount as the main line item. Add a note summarizing the work covered. If the client exceeded the retainer hours, add an overage line item with the additional amount.
What if the recurring amount changes mid-contract?
Update the line item rate on the next invoice to reflect the new amount. Add a note referencing the agreed change (for example, "Rate adjusted per email agreement dated April 1") so there is a clear record.

Still have questions? Head to our invoice generator and try it yourself.

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