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Recurring invoices

Create recurring invoices online

Bill the same customers on repeat without touching a thing. Build the invoice once, attach a schedule that runs anywhere from weekly to yearly, and Invoice Office generates, finalizes and sends each invoice from then on — until the date you tell it to stop.

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An Invoice Office recurring invoice showing its monthly schedule, the next send date, how many invoices remain in the series and the amount billed each cycle

Billing that runs itself

The invoice you only write once

If you send the same customer the same invoice every month, that is not work — it is a reminder you keep having to give yourself. Hand it to a schedule instead.

Set it once, then forget it
Build the invoice a single time and attach a schedule. From then on it is generated and sent for you — no diary reminders, no re-keying the same lines every month. Recurring invoices run on a Pro license.
Nine billing cycles
Cycle runs Once, Weekly, 2 Weeks, 4 Weeks, Monthly, 2 Months, Quarterly, Half yearly or Yearly — so your invoicing matches your contracts instead of the other way round.
Latest customer and product info
Two switches decide how much a generated invoice refreshes. Latest customer info pulls the customer’s current details onto it; Latest product info re-reads your catalog and recalculates the prices. Leave them off and the series keeps billing exactly what you set up.
Customisable invoice templates
Recurring does not have to mean generic. Your branding, colours, columns and payment terms apply to every invoice the schedule produces.
Import lines from Excel
Setting up a detailed recurring invoice? Fill the import template with a product number and a quantity per line, let the catalog supply the rest, then attach the schedule. Up to 300 lines.
Multiple languages & currencies
Bill international clients on repeat in their own language and currency. Both are set per customer, so every invoice in the series comes out right.

Scheduling

Automatic, but never out of your hands

Automation is only worth having if you can change your mind about it. The Cycle, the first invoice date and the last one stay editable on a running series — so a contract change never means a customer gets billed for something they no longer have.

More about invoicing

  • Change the schedule any time

    A contract is renegotiated, a project moves, a client changes billing day. Recurring Invoice Schedule on the Action menu reopens Cycle, Send From and Send until on a running series — no rebuilding the invoice behind it.

  • Send From and Send until

    Send From is the first invoice date; Send until is the last. A twelve-month agreement bills twelve times and then stops on its own rather than running until someone notices.

  • Every invoice traces back

    An invoice the schedule produced carries Open recurring invoice and Modify recurring invoice on its Action menu, so you can get from any single invoice to the series that generated it — and change it there.

  • Built for subscriptions & retainers

    Subscription plans, service contracts and monthly retainers are all the same shape: the same amount, the same customer, on a fixed cycle, until the term expires.

How it works

Three steps, then it is off your desk

  1. Step 1Build the invoice once

    Pick the customer, pull products and prices from your catalog, and set your payment terms — exactly as you would for any other invoice.

  2. Step 2Attach a schedule

    Choose the Cycle, then Send From and Send until. That is the whole setup — from here the series runs on its own.

  3. Step 3Invoices send themselves

    On each due date the schedule copies the invoice, finalizes it and emails it using your invoice email template. From there it is an ordinary invoice — it can be paid, credited, and chased by automatic reminders.

Recurring invoice questions, answered

What is a recurring invoice?
A recurring invoice is an invoice that is created and sent automatically on a repeating schedule instead of being written out each time. It suits any billing that does not change month to month — subscriptions, retainers, service contracts, rent or maintenance agreements.
How often can recurring invoices be sent?
Cycle offers Once, Weekly, 2 Weeks, 4 Weeks, Monthly, 2 Months, Quarterly, Half yearly and Yearly. You set it alongside Send From, so the series bills in step with the contract rather than on a fixed calendar day that suits nobody. Once is useful for a single future invoice you want raised on a date rather than remembered.
Can I change or stop a recurring invoice?
Yes. Recurring Invoice Schedule reopens the Cycle, Send From and Send until of a running series without touching the invoice behind it — so moving a billing date or ending a contract early is a two-field edit. Bring Send until forward and the series stops there, with the setup and its history intact.
What happens if my prices or a customer’s details change?
That is your choice, and it is two switches on the schedule. Latest customer info refreshes the customer’s details onto each new invoice; Latest product info re-reads your catalog and recalculates the prices. With both off, the series keeps billing the lines exactly as you set them up — which is what you want for a fixed-price contract.
Can a recurring invoice stop on its own?
Yes. Set Send until and the series stops there — so a fixed-term contract bills for exactly its term and then finishes, with no risk of invoicing a customer past the end of their agreement.
Which plan do I need for recurring invoices?
A Pro license. The scheduled run checks for it before it generates anything, so a series set up without one will not send. Every paid plan starts with a 14-day free trial, which is long enough to watch a cycle actually fire.
Do recurring invoices get payment reminders too?
Yes. What the schedule produces is an ordinary invoice, so everything that applies to one applies to it: a payment link, a payment status, and automatic payment reminders once it expires. The reminders stop as soon as the payment is registered.

More answers in our FAQ and help center.

Related

The rest of your sales documents

Stop rewriting the same invoice

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