Recurring Invoice Template
Subscription and retainer revenue should bill itself. This template and schedule turn a repeating charge into a set-and-forget cash flow.
What's included
- Structure an invoice that repeats cleanly each cycle
- Keep period dates unambiguous so customers can reconcile
- Number recurring invoices without collisions or gaps
- Decide between arrears and in-advance billing
- Automate the run so a missed cycle never costs you cash
6 min read
Why this template matters
Recurring revenue is the easiest money to bill and the easiest to forget. When the same amount falls due every month, it is tempting to leave it to memory — and memory is exactly what fails on a busy week. A missed cycle is revenue you never collect, because most customers will not flag that you forgot to invoice them.
A standard recurring layout, paired with a fixed schedule, removes the human from the loop. The invoice is identical each period except the dates and the number, so it can be generated automatically and reconciled instantly by the customer. Predictability is the whole point: both sides know exactly what arrives and when.
The template
TAX INVOICE (RECURRING) [Your trading name] ABN: [11 22 333 444] Bill to: [Customer name] Invoice number: INV-2026-03 (cycle: monthly) Issue date: 1 March 2026 Billing period: 1 Mar 2026 – 31 Mar 2026 Due date: 15 March 2026 ------------------------------------------------------------ Description Amount (AUD) ------------------------------------------------------------ [Plan / service] — monthly subscription 300.00 ------------------------------------------------------------ Subtotal (ex GST) 300.00 GST (10%) 30.00 TOTAL (inc GST) 330.00 ------------------------------------------------------------ This invoice is issued automatically each month. Pay by EFT: BSB 000-000 Acc 00000000 Ref: INV-2026-03
How to use it
The only fields that change each cycle are the invoice number, the issue date, the billing period and the due date. Adopt a number scheme that encodes the period — INV-2026-03 for March 2026 — so collisions are impossible and a gap in the sequence instantly tells you a cycle was skipped.
Always state the billing period explicitly, not just the issue date. 'Billing period: 1 Mar – 31 Mar' lets the customer's accounts team match the charge to the service window without a query. Set the run up once in your accounting software or via the Merion invoice generator, then let it fire on the same day each cycle while you reconcile the payments.
Arrears or in advance?
Decide once whether you bill in advance (charge for March at the start of March) or in arrears (charge for March at the end). In-advance billing is friendlier to your cash flow and standard for subscriptions; arrears suits usage-based or hours-based services where the final figure is not known until the period closes. Whichever you choose, state it in your terms so it is agreed, not assumed.
Build the cancellation rule into the same place: how much notice is required, and whether a part-month is charged or pro-rated. Settling that up front avoids the awkward end-of-relationship dispute about one final invoice, and keeps a routine billing arrangement genuinely routine.
Tips
- Only the number, dates and period change each cycle — everything else is fixed.
- Encode the period in the invoice number so a skipped cycle is obvious.
- Always state the billing period, not just the issue date.
- Agree advance-vs-arrears and the cancellation rule in your terms.
FAQ
Should each recurring invoice get a unique number?
Yes. Every invoice needs its own unique, non-reused number. A period-based scheme like INV-2026-03 keeps them unique and makes a missed month visible at a glance.
Can I just resend last month's invoice with a new date?
Reusing the same number causes reconciliation chaos. Generate a fresh invoice each cycle with a new number and period — automation makes this effortless.
Do I show GST on a recurring invoice?
Show GST only if you are GST-registered, exactly as on any tax invoice. Confirm GST treatment of subscriptions with the ATO or your accountant if you are unsure.
Templates are a head start — not legal advice
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