What “recurring” means here
Recurring billing covers retainers, maintenance, subscriptions, and any fixed-cycle fee. Each period is its own legal/commercial document even when the service looks the same.
Agree the cycle and payment terms in the contract first — Net 15 on the 1st of each month is easier for AP than random send dates.
Same vs new each cycle
Keep client details, service name, rate, and payment instructions stable when the contract is unchanged. Always refresh the identifiers for this period.
- New unique invoice number
- New issue date and due date
- Period in the description (“May 2026 retainer”)
- Tax only if you are registered and the supply is taxable
Retainer wording that AP understands
Name the period in the line item: “Monthly design retainer — 1–31 May 2026” or “Hosting — Q2 2026”. If unused hours roll over or expire, say so in Notes.
Freelancer habits that help: how to invoice as a freelancer.
Manual workflow on this site
Create month one from a simple invoice generator, download PDF, then open the next invoice with the next number and dates. Bill on a fixed day so clients expect it. Pair the PDF with a short invoice email so AP knows what period you are billing.
- Send PDF the same day with a short email
- Track the last number issued
- Never edit a paid invoice number for the next month
Disclaimer
General information for repeat client billing — not tax or revenue-recognition advice. Confirm retainer and subscription rules with your adviser.