Recurring Invoices: How to Set Them Up + Best Practices

Updated May 2026 · 9 min read

Recurring clients are the dream — predictable income, established relationships, less selling. But recurring clients mean recurring invoices. If you're manually duplicating and sending the same invoice every month, that's 60–75 minutes of admin per month you don't need. Here's how to set up recurring invoices properly.

What Is a Recurring Invoice?

A recurring invoice is generated and sent on a regular schedule — weekly, monthly, or quarterly — without manual intervention each time.

When to Use Recurring Invoices

• Retainer arrangements: Monthly fee for a set number of hours or services
• Subscription services: Ongoing access to software, content, or support
• Regular service contracts: Monthly SEO, maintenance, bookkeeping, VA work
• Ongoing projects: Fixed monthly billing for the project duration

How to Create Recurring Invoices: 3 Methods

Method 1: Manual (Copy-Paste Every Month)

1. Open last month's invoice
2. Save a copy, update date and invoice number
3. Send it to the client
4. Remember to chase if unpaid

Method 2: Accounting Software with Recurring Feature

FreshBooks, QuickBooks, and Xero all offer recurring invoice templates.

• ✅ Auto-generates invoices on schedule
• ✅ Usually sends automatically too
• ❌ Still requires manual follow-up if unpaid
• ❌ Full accounting suites cost $15–55/month when you might just need recurring + chasing

Method 3: Chaser — Set It Once, Auto-Sends Forever

Chaser handles recurring invoice generation and follow-up if the client doesn't pay.

• ✅ Creates and sends invoice on schedule automatically
• ✅ Unpaid after due date → 4-stage follow-up fires automatically
• ✅ Client gets professional invoice + professional reminders
• ✅ You get notified when the client opens the invoice

Chaser Recurring Invoice Setup (Walkthrough)

1. Create or open an invoice in the Invoice Builder — fill in client details, amount, and services as normal.
2. Enable the "Recurring" toggle in the invoice settings panel.
3. Select the interval: Weekly, Monthly, or Quarterly.
4. Set the first send date. Chaser auto-generates the next invoice when this date arrives.
5. Save and activate. Chaser now owns this invoice cycle — creates, sends, and chases if unpaid.

Recurring Invoice Best Practices

1. Review Before Every Send

Has the scope changed? Did you agree a rate increase this quarter? A good tool should allow you to review (and pause) before each send.

2. Update Amounts Annually

Retainer rates erode due to inflation and scope creep. Build an annual rate review into your contracts.

3. Track Acceptance Rates

A sudden payment delay on a recurring invoice can signal the client is having second thoughts about the retainer. Monitor promptly.

4. Have a Cancellation Process

Document how recurring work can be cancelled — notice period, what the final invoice covers, and how handover works. Prevents disputes when recurring relationships end.

Recurring Invoices vs Subscription Billing

For most freelancers, recurring invoices are the right choice. Subscription billing makes sense when you have many customers paying automatically by card.

Frequently Asked Questions