Recurring invoice planner
Plan recurring billing before you send it.
Set weekly, bi-weekly, monthly, quarterly, or annual billing. Preview the schedule, total contract value, and payment terms text.
Billing setup
Per invoice
$1,500.00
Total invoices
12
Total revenue
$18,000.00
Invoice schedule preview
| # | Due date | Amount | Status |
|---|---|---|---|
| 1 | — | $1,500.00 | First |
| 2 | — | $1,500.00 | Scheduled |
| 3 | — | $1,500.00 | Scheduled |
| 4 | — | $1,500.00 | Scheduled |
| 5 | — | $1,500.00 | Scheduled |
| 6 | — | $1,500.00 | Scheduled |
| 7 | — | $1,500.00 | Scheduled |
| 8 | — | $1,500.00 | Scheduled |
| 9 | — | $1,500.00 | Scheduled |
| 10 | — | $1,500.00 | Scheduled |
| 11 | — | $1,500.00 | Scheduled |
| 12 | — | $1,500.00 | Scheduled |
Recurring invoices bill the same client the same amount on a schedule — weekly, monthly, quarterly, or annually. They are the backbone of retainers, subscriptions, and ongoing service contracts. Planning the schedule up front tells you the total contract value and keeps every billing date predictable. This planner previews the schedule, the contract total, and the payment terms text before you send a single invoice.
When recurring billing fits
Retainers, memberships, maintenance plans, and subscriptions all bill on a fixed cycle for a fixed amount. Setting the frequency and start date once means you never have to decide 'is it time to invoice yet' — the schedule answers that for you.
Recurring revenue is more predictable than one-off projects, which makes it easier to plan cash flow and forecast income. Even a handful of monthly retainers stabilises a freelance business.
Contract value and terms
A monthly retainer of $1,200 is a $14,400 annual commitment. Seeing the contract total helps you price fairly and helps the client understand the full scope of what they are agreeing to.
Spell out the billing cycle, the amount, the payment term, and how either side can cancel. Clear recurring terms prevent the awkward conversation that happens when a client thought they had already stopped a subscription.
How to use it
- 1Set the billing amount for each cycle.
- 2Choose the frequency: weekly, bi-weekly, monthly, quarterly, or annual.
- 3Set the start date and, if known, the end date.
- 4Preview every billing date in the schedule.
- 5Read the total contract value across the term.
- 6Copy the payment terms text onto each recurring invoice.
What to include for the US, Canada, the UK, and Australia
- In the US, recurring services are billed by contract; note auto-renewal terms clearly, as several states regulate automatic subscription renewals.
- In Canada, apply GST/HST to each recurring invoice if you are registered.
- In the UK, charge VAT on each cycle if registered and keep the sequence of invoice numbers gapless.
- In Australia, include your ABN and GST on each tax invoice in the series.
This is general information, not legal or tax advice. Tax registration numbers, mandatory wording, and retention periods differ by country and by state or province — confirm the rules that apply to you before sending a document to a client.
Worked example
A social media manager sets a $900 monthly retainer starting January 1 for a 12-month term. The planner shows twelve billing dates and a $10,800 contract value.
Each invoice carries Net 14 terms and a note that either party can cancel with 30 days' notice. Because the schedule and total are agreed up front, both sides know exactly what the year looks like.
FAQ
Does this send invoices automatically?
No. It plans and previews the schedule so you can see the dates and total. You still generate and send each invoice, which keeps you in control and keeps client data in your browser.
What frequencies can I plan?
Weekly, bi-weekly, monthly, quarterly, and annual. Choose the cycle that matches your contract.
How is the contract value calculated?
The per-cycle amount multiplied by the number of billing periods in the term. It gives you the full commitment at a glance.
Should recurring invoices charge tax?
Yes, on each cycle, if the service is taxable and you are registered to collect tax. Show it on every invoice in the series.
How do I handle cancellations?
State the notice period in your terms. When a client cancels, stop generating invoices from the next cycle and confirm the final billing date in writing.
Can the amount change mid-contract?
Only if your terms allow it, and always with notice. Send a revised schedule so the new amount and its start date are documented.
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