Set Up Recurring Invoices and Never Forget to Bill Again

If you have clients on monthly retainers, manage subscriptions, or provide regular services, you know the drill: every month you create essentially the same invoice, changing only the date and maybe the month name in the description. It's tedious, easy to forget, and occasionally you miss a month.

Recurring invoices solve this completely. Set them up once, and your invoices are generated automatically — with the correct dates, amounts, and even dynamic month names in your line item descriptions.

How Recurring Invoices Work

A recurring invoice is a template that generates a real invoice on a schedule. You define:

• Customer — who to bill
• Day of month — when to generate (e.g., 1st of each month)
• Due days — payment terms (e.g., net 30)
• Line items — with optional template variables
• MwSt rate — applied to taxable items

On the scheduled day, the system creates a draft invoice automatically. You can review it and send, or configure it to send immediately.

Template Variables — Dynamic Descriptions

The most powerful feature is template variables. Instead of manually typing "Consulting Services — May 2026", you write:

Consulting Services — {{month}} {{year}}

Available variables:

• {{month}} — Current month in English (January, February, ...)
• {{monthDE}} — Current month in German (Januar, Februar, ...)
• {{year}} — Current year (2026)
• {{prevMonth}} — Previous month in English
• {{prevMonthDE}} — Previous month in German
• {{prevYear}} — Previous year (useful in January)

This means your January invoice for a German-speaking client can automatically say "Beratung — Dezember 2025" using {{prevMonthDE}} {{prevYear}}.

Real-World Examples

IT support retainer:

• Description: "IT-Support Pauschale {{monthDE}} {{year}}"
• Rate: CHF 1,500 / month
• Generated on the 1st, due in 10 days

Monthly hosting fee:

• Description: "Website Hosting & Maintenance"
• Detail: "Period: {{month}} {{year}}"
• Rate: CHF 89 / month

Retrospective billing (work done last month):

• Description: "Consulting Services — {{prevMonth}} {{prevYear}}"
• Rate: CHF 4,800 / month
• Generated on the 5th (giving you time to adjust hours if needed)

Setting It Up

1. Go to Recurring Invoices in the main menu
2. Click New Recurring Invoice
3. Select the customer and set your schedule
4. Add line items with template variables
5. Save — the system shows you a preview of what next month's invoice will look like

You can pause and resume recurring invoices at any time (e.g., during a project break). The next generation date updates automatically.

Never Miss a Bill

With recurring invoices, you eliminate the most common freelancer billing problem: forgetting to invoice. The system runs on schedule, generates proper invoices with sequential numbers and valid QR payment slips, and all you need to do is review and send.

Recurring invoices are available on the Pro plan (CHF 19/month). Combined with bank import for automatic payment matching, you can run your entire billing on autopilot.