definition backgroundWake Me Up When It's Paid: Recurring Invoicing for the Sleep-Deprived

Wake Me Up When It's Paid: Recurring Invoicing for the Sleep-Deprived

By Anna Benzaquen
Updated: November 23, 2023, first publication: April 2023

Recurring invoicing is becoming increasingly popular among businesses of all sizes, as it offers a convenient and efficient way to manage billing and payments.

It allows businesses to automate the process of sending invoices, collecting payments, and keeping track of customer accounts. With recurring invoicing, businesses can save time and energy by eliminating the need to manually create and send invoices each month. Additionally, businesses can benefit from improved cash flow, better customer relationships, and increased accuracy in billing and payments.

In this article, we'll explore the benefits of recurring invoicing and how businesses can get started.

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What is recurring invoicing?

Recurring invoicing is the process of automatically sending out invoices to customers regularly. This type of invoicing is often used by businesses that have a subscription-based model or offer services that require regular payments. Think along the lines of that great new CRM software your company is using or your favorite film and television streaming service. It is an efficient way to ensure that customers are billed on time and that payments are received in a timely manner.

Recurring invoices are typically sent on a:

  • monthly basis;
  • quarterly basis;
  • annual basis.

They can also be sent out on a customized schedule that is tailored to the customer's needs.

The invoices will typically include the same information each time, such as:

  • the company’s name;
  • the company’s address;
  • the customer's name;
  • the customer’s address;
  • goods or services provided;
  • invoice date;
  • payment details.

The customer should also receive an invoice reminder before the due date.

Recurring invoicing can be done manually or through an automated system. Automated systems are often preferred as they can save time and reduce the risk of human error. Automated systems also allow businesses to easily track payments and manage customer accounts.

It is a great way for businesses to streamline their billing process and ensure that customers are billed on time. It is also a great way to build customer loyalty by providing a consistent and reliable billing experience. Effective management of recurring invoices is crucial for steady cash flow. To learn more about tackling challenges like unpaid invoices, explore our comprehensive guide

When should you send recurring invoices?

Businesses should send recurring invoices when they provide services or goods regularly. Recurring invoices are a great way to help businesses streamline their billing process by ensuring that customers are billed for the same amount each period and that payments are received in a timely manner.

But when is the best time to send out recurring invoices? 🧐

The answer depends on the type of business and the services or goods being provided.

  • For example, if a business is providing a monthly subscription service, it is best to send the recurring invoice at the beginning of the month. This ensures that the customer is billed on time and that the business can keep track of payments.
  • For businesses providing goods or services that are billed on an annual basis, it is best to send out the recurring invoice at least a month before the due date. This gives the customer plenty of time to make the payment and avoid any late fees.
  • For businesses providing goods or services that are billed every quarter, it is best to send out the recurring invoice at least two weeks before the due date. This allows the customer enough time to make the payment before the due date.

In addition to considering the client’s payment schedule, businesses should also consider their own payment terms. If your business requires payment by a certain date, the invoice needs to be sent out before that deadline.

Finally, businesses should also consider the frequency of their invoices. If invoices are sent out too frequently, clients may become overwhelmed and may not make the payment on time. On the other hand, if invoices are sent infrequently or irregularly, clients may be confused about the payment schedule or forget to pay.

By sending out recurring invoices, businesses can ensure that their clients are aware of their financial obligations and can help to keep the business running smoothly.

Advantages of Recurring Invoices

Recurring invoicing is a convenient and cost-effective way for businesses to streamline their billing processes. Let’s take a look at some of the advantages of recurring invoicing for businesses:

Improved Cash Flow It allows businesses to receive payments regularly, which helps to improve their cash flow.
Reduced Overhead Costs It eliminates the need for businesses to manually send out invoices, which reduces their labor costs.
Increased Efficiency eliminates the need for businesses to manually track invoices and payments, which saves them time and resources.
Improved Customer Relationships It also helps businesses to build better relationships with their customers by making sure the clients know what to expect when it comes time to make payments and by effortlessly meeting those expectations every time.

5 steps to set up recurring invoices

Setting up recurring invoicing doesn’t need to be scary. Here are 5 simple steps to take to get started:

1. Decide on the frequency of invoicing

Will you invoice customers on a weekly, monthly, or quarterly basis? You should also consider how long you want to wait before sending out overdue invoices.

2. Create an invoice template

This should include all the necessary information such as your company name, contact information, payment terms, and any discounts or fees.

3. Set up a payment system

This could include a payment processor such as PayPal, Stripe, or Square, or you may want to use invoicing software.

4. Automate the process

Once you have your invoice template and payment system in place, you can automate the process of sending out invoices and collecting payments. This can be done through a software program or an online service.

5. Monitor your invoices

Make sure to regularly check in on your invoices to ensure that they are being paid on time. If you notice any discrepancies, you can take the necessary steps to rectify the situation.

By following these steps, you can set up a reliable and efficient recurring invoicing system for your business.

Example of a recurring invoice template

A recurring invoice template is a preformatted document that contains all the necessary information for creating an invoice. This includes the customer's name and address, the invoice date, the items or services being billed, and the payment terms. The template can also include any additional information that needs to be included, such as taxes, discounts, and shipping costs.

Using a recurring invoice template eliminates the need to manually create invoices each time, saving time and reducing the risk of errors. It also ensures that all the necessary information is included in the invoice, making it easier for customers to understand and pay.

We’ve included a recurring invoice template to give you an even better idea:

recurring invoice template


Recurring invoicing is a great way to streamline your billing process and ensure that you are always paid on time. It eliminates the need to manually create and send invoices, saving time and money. Furthermore, it helps to ensure that customers are aware of their payment obligations and that they are met in a timely manner. With recurring invoicing, businesses can also benefit from improved cash flow and better customer relationships. All in all, recurring invoicing is an invaluable tool for businesses of all sizes.

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