How to Set Up Recurring Invoices
Automate your invoicing for retainers, subscriptions, and repeat clients — so you spend less time billing and more time working.
What Is a Recurring Invoice?
A recurring invoice is generated automatically at set intervals — weekly, fortnightly, monthly, or on a custom schedule. It contains the same client details, line items, and amounts each time, with only the date and invoice number changing.
They're perfect for any arrangement where you bill the same amount regularly:
- 📌 Monthly retainers (marketing, design, consulting)
- 📌 Subscription services (SaaS, hosting, maintenance)
- 📌 Ongoing contracts (cleaning, bookkeeping, IT support)
- 📌 Rent or equipment hire
Why Automate Your Invoicing?
⏱ Save Time
Stop creating the same invoice from scratch every month. Recurring invoices are generated and sent automatically.
💰 Improve Cash Flow
Invoices go out on time every cycle, so payments arrive consistently without delays caused by forgetting to bill.
✅ Reduce Errors
Set it once and the details stay consistent. No risk of typos, wrong amounts, or missing line items.
📊 Better Records
Automatic invoicing creates a clean audit trail with sequential numbers and consistent dates.
How to Set Up Recurring Invoices in Experi
- 1. Create your first invoice as normal — add your client, line items, amounts, VAT rate, and payment terms.
- 2. Toggle "Make Recurring" — choose the frequency (weekly, fortnightly, monthly, or custom) and the start date.
- 3. Set an end date or leave open-ended — for fixed-term contracts, set a final date. For ongoing retainers, leave it open.
- 4. Choose auto-send or review first — Experi can send invoices automatically on the scheduled date, or queue them for your review before sending.
- 5. Sit back— Experi handles invoice numbering, dates, and delivery. You'll see each invoice in your dashboard with its payment status.
💡 Pro Tip
Pair recurring invoices with automatic payment reminders. If a client misses a payment, Experi sends a polite follow-up automatically — no awkward conversations needed.
Best Practices for Recurring Invoices
- ✅ Agree terms in writing first — have a signed contract or email confirmation before setting up recurring billing.
- ✅ Include a clear description— specify the service period (e.g. "Web hosting — April 2026") so clients know what they're paying for.
- ✅ Review periodically — check your recurring invoices every quarter. Cancel or update any that no longer apply.
- ✅ Send a heads-up before the first invoice — let the client know automated invoices are starting and what to expect.
Frequently Asked Questions
What is a recurring invoice?
A recurring invoice is automatically generated and sent at regular intervals for the same amount and line items. It's ideal for retainers, subscriptions, and ongoing services.
Are recurring invoices legally valid in the UK?
Yes. They're legally valid as long as they contain all HMRC-required information: business name, address, invoice number, date, client details, descriptions, amounts, and VAT details if registered.
How often should I send recurring invoices?
Monthly is most common for retainers. Weekly suits short-term contracts, and quarterly works for advisory services. Match the frequency to your agreement with the client.
Can I change the amount on a recurring invoice?
Yes. Edit the recurring template at any time — changes apply to future invoices only. Previously issued invoices are unaffected.
Set Up Recurring Invoices in Minutes
Create, schedule, and send recurring invoices automatically with Experi. No spreadsheets, no manual work, no missed invoices.
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