Key takeaways
- A recurring invoice is issued on a regular schedule for the same service, such as a monthly retainer, subscription or rent.
- It needs clear start and end dates, a price rule and a way to change or stop it.
- Each invoice still needs its own number and date and must meet tax rules.
- Review the list every quarter so ended contracts stop billing.
Free PDF and Excel: Recurring billing schedule and quarterly review sheet. Get it below
What a recurring invoice is
A recurring invoice is an invoice generated on a fixed schedule for repeat goods or services, using the same template and updated for each period.
Typical cases are retainers, maintenance contracts, software subscriptions, rent and leases. The customer agrees to the schedule in the contract. The seller sets up the template once and the system sends each invoice.
An agency bills a monthly retainer of 3,000 on the first working day. The contract allows a 5 percent increase each April on notice.
In April the agency updates the template and sends the notice 30 days earlier. A client who ended the contract in January was still being billed in February because nobody turned the schedule off. The agency credits it and adds a quarterly review.
Setting one up
- Confirm the contract allows repeat billing and states the price.
- Pick a billing day and period.
- Set the template with numbering that continues the series.
- Decide what changes: usage, price index, dates.
- Choose how it is delivered and by when.
- Add the start date and end date.
- Create a reminder for price reviews and renewals.
Free PDF and Excel
Recurring billing schedule and quarterly review sheet
A schedule of recurring invoices and a quarterly review sheet to catch ended contracts and price changes.
- Schedule
- Quarterly review list
- Price change log
- Excel schedule with next invoice date
Risks
| Risk | Control |
|---|---|
| Billing continues after cancellation | Quarterly review of active schedules |
| Wrong price after an increase | Update template and notify customer |
| Duplicate numbers | Use system numbering |
| Tax rate change | Review templates when rates change |
| Missed invoices | Check the run log each month |
Numbering rules are on invoice number. If a cycle is wrong, issue a credit note.
- All schedules have an end or review date.
- Price changes follow the contract.
- Customers get the notice period agreed.
- Invoice numbers are sequential.
- Failed sends are chased.
Last checked: 19 October 2026. General practice. Consumer subscription rules, including cancellation rights, differ by country.
Frequently asked questions
What is a recurring invoice?
An invoice issued on a regular schedule for repeat services, using the same template.
Do recurring invoices need numbers?
Yes. Each invoice needs its own unique number.
Can I change the price on a recurring invoice?
Only as the contract allows, usually with notice.
How do I stop a recurring invoice?
Turn off the schedule in your billing system and confirm the end date in writing.
Is a recurring invoice the same as a subscription?
A subscription is the service. The recurring invoice is how it is billed.