Recurring Invoice Checklist

Before you start

A recurring invoice bills a customer the same charge on a set cycle — weekly, monthly or annually — without you raising each one by hand. It saves enormous time, but the risk is the opposite of a one-off invoice: because it runs automatically, an error or a lapsed detail repeats every cycle until someone notices. Before you set one up, confirm the customer has agreed to the amount, the frequency and the start date.

Decide too whether you are simply sending a recurring invoice for the customer to pay each time, or charging a stored payment method automatically. The two need different consents and different checks. For the broader picture, see how to invoice for recurring services.

Set the schedule up correctly

When you create the recurring invoice, confirm:

• The exact amount, including GST, to be billed each cycle
• The frequency and the date each invoice issues
• The start date and any agreed end date
• The billing contact and delivery address or portal
• A clear description so each invoice is self-explanatory
• That invoice numbers will still increment uniquely each cycle

Send a first invoice manually if you can, and confirm the customer received and accepted it before letting the schedule take over.

Keep the details current

The main job with recurring billing is maintenance. Periodically check:

1. That the price still matches the current agreement after any rate review
2. That the customer's billing contact has not changed
3. That any stored card or direct debit has not expired
4. That GST treatment is still correct if the service changed
5. That the service is still actually being delivered

A short review each quarter catches a lapsed card or a stale price before it causes a missed or disputed payment.

Handle changes and stops cleanly

When something changes, update the schedule deliberately:

• Give notice before a price increase takes effect
• Apply changes from a clear effective date, not mid-cycle by surprise
• Pause rather than delete a schedule if a customer goes on hold
• Cancel promptly when a customer leaves so you do not over-bill
• Issue a credit note if a charge went out that should not have

Over-billing a former customer is a fast way to lose trust, so treat cancellations as urgent.

Common mistakes

Recurring billing fails quietly, so watch for:

• Expired card — automatic charges silently failing each cycle
• Stale price — still billing the old rate months after a review
• Zombie schedule — billing a customer who has already cancelled
• No reconciliation — never checking that the run actually collected

Reconcile the recurring run each cycle so a failure surfaces immediately. Our free invoice tools can help you keep a consistent layout across cycles, and if recurring revenue is leaking through failed payments, a free debt appraisal can help you find it.