Recurring invoices explained: when and how to set up automated billing

Recurring invoices are one of the highest-leverage changes a freelancer or small business can make. Instead of manually creating and sending the same invoice every month, you set it up once and the system does the rest. Here's when to use them and how to get them right.

What is a recurring invoice?

A recurring invoice is an invoice that's automatically generated and sent on a regular schedule — weekly, fortnightly, monthly, quarterly, or annually. The line items, client, and payment terms stay the same each time; only the date and invoice number change.

When to use recurring invoices

• Retainer clients — a fixed monthly fee for ongoing availability or work.
• Subscription services — SaaS, maintenance plans, hosting, software licences.
• Regular contractors — weekly or fortnightly invoicing for ongoing project work.
• Property management — monthly management fees, strata levies.
• Gym memberships / classes — any fixed-schedule personal service.

When not to use recurring invoices

Don't use recurring invoices for project-based work where the hours or deliverables vary month to month. Use a regular invoice for those — the line items will differ and a recurring template won't capture the difference accurately.

What to include on a recurring invoice

• The same required fields as any invoice: your ABN, client details, line items, tax, and payment instructions.
• A note or reference indicating this is part of a recurring arrangement: "Monthly retainer — May 2026".
• A clear due date — typically 7 or 14 days after the invoice date.

How to set up recurring invoices in FoxIn

1. Go to Invoices → Recurring and tap New Schedule.
2. Set the client, line items, and payment terms as you would for a normal invoice.
3. Choose the frequency: weekly, fortnightly, monthly, or custom.
4. Set the start date and (optionally) an end date or number of occurrences.
5. Choose whether to auto-send or create as a draft for review first.

FoxIn will generate and send each invoice on schedule, with automatic PDF attachment. If a send fails, you'll receive a notification so you can follow up manually. You can view the full history of generated invoices for each recurring schedule directly on the schedule detail page.

Tips for managing recurring clients

• Review recurring invoices quarterly to make sure rates still reflect your current pricing.
• Give clients advance notice of any price increases — ideally 30 days.
• Pause a recurring schedule if a project goes on hold instead of deleting it — easier to resume.
• Track payment status on each generated invoice; a client who is consistently late is a relationship to manage proactively.

See 10 ways to get paid faster and how to write an invoice for related guides.