Recurring Invoice Template
A recurring invoice is the same bill sent on a fixed schedule, weekly, monthly or yearly, for an ongoing service, retainer or subscription, with a new number and new period dates each time. The template below is pre-filled with a sample from Bluebird Bookkeeping to Harbor Coffee Roasters: 4 lines, $1,038.00. Edit it and download the PDF.
Pre-filled recurring invoice sample ($1,038.00). Example prices: replace them with your own.
From
Bluebird Bookkeeping
12 Market Street
Springfield, IL 62704
billing@example.com
Invoice
Bill to
Harbor Coffee Roasters
40 Station Road
Fairview, OR 97024
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping retainer, NovemberUp to 120 transactions, bank reconciliation | 1 month | $650.00 | $650.00 |
| Payroll processing9 employees, two pay runs | 9 employee | $18.00 | $162.00 |
| Quarterly sales tax return | 1 return | $175.00 | $175.00 |
| Transactions above the plan limit | 34 transaction | $1.50 | $51.00 |
- Subtotal
- $1,038.00
- Balance due
- $1,038.00
Notes
Service period 1-30 November. Either side may cancel with 30 days' written notice.
Made with Billwise - invoice-pdf-maker-app.web.app
Preview of the PDF. Everything stays in your browser: nothing is uploaded.
What is a recurring invoice?
A recurring invoice is the same bill sent on a fixed schedule, weekly, monthly or yearly, for an ongoing service, retainer or subscription, with a new number and new period dates each time.
The tool prints it with the heading "Invoice" and behaves as an invoice.
Sample recurring invoice: Bluebird Bookkeeping to Harbor Coffee Roasters
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly bookkeeping retainer, November (Up to 120 transactions, bank reconciliation) | 1 month | $650.00 | $650.00 |
| Payroll processing (9 employees, two pay runs) | 9 employee | $18.00 | $162.00 |
| Quarterly sales tax return | 1 return | $175.00 | $175.00 |
| Transactions above the plan limit | 34 transaction | $1.50 | $51.00 |
| Total | $1,038.00 |
When to use a recurring invoice
- A client pays a monthly retainer for an agreed amount of work.
- You provide a service on a schedule: cleaning, lawn care, bookkeeping, IT support or hosting.
- You lease equipment or space for a fixed periodic fee.
- Members or subscribers pay a fixed fee per period.
What a recurring invoice must include
- A new invoice number for every period
- Invoice date
- The service period covered, with start and end dates
- Description of the recurring service
- Fixed amount per period, plus any usage billed on top
- Due date or automatic collection date
- How and when the arrangement can be cancelled
- Reference to the agreement or contract
Recurring Invoice vs similar documents
-
vs statement of account
A statement summarises all invoices and payments on an account; a recurring invoice is one of the bills that appears on it.
-
vs hourly invoice
An hourly invoice changes every time with the hours worked; a recurring invoice charges the same agreed amount each period.
-
vs final invoice
A final invoice closes a project; recurring invoices keep coming until the agreement ends.
Legal and tax note
Each recurring invoice is a separate invoice and needs its own number; in the EU, Article 226 of the VAT Directive 2006/112/EC requires a sequential number that identifies each invoice uniquely.
General information, not legal or tax advice.
How to make a recurring invoice
-
Open the pre-filled sample
The tool above starts as "Invoice" from Bluebird Bookkeeping to Harbor Coffee Roasters.
-
Replace the parties
Enter your business and your customer, plus service period and agreement.
-
Edit the lines
Change the 4 sample lines ($1,038.00 in total) to your own items and prices.
-
Check the required fields
Make sure all 8 fields listed above are filled, then download the PDF.
Trades that use a recurring invoice
Invoice templates by trade
Frequently asked questions
Does each recurring invoice need a new number?
Yes. Even when the amount is identical every month, each invoice is a separate document and needs its own number and service period.
Should I invoice at the start or the end of the period?
Subscriptions and retainers are usually billed in advance, at the start of the period; usage-based services are billed in arrears, after the period ends. Say which on the invoice so the customer knows what the payment covers.
How do I change the price on a recurring invoice?
Give the customer written notice before the period in which the new price applies, as your agreement requires, and show the new rate from that invoice onward.