Recurring Invoice Schedule
Schedule recurring invoices and track the next run date.
Overview
The Recurring Invoice Schedule manages the invoices that go out on a predictable cycle. Retainers, subscriptions, hosting fees, maintenance contracts, memberships, and managed services all share the same shape: the same client, the same line items, the same amount, every week, month, quarter, or year. Tracking each one in a calendar reminder is fragile; the schedule gives them a structured home where you can see the next run date for every recurring billing line.
For service businesses and SaaS providers, retainer revenue is the most predictable part of the income statement, and the schedule is what makes that predictability operational. It removes the cognitive load of remembering which client is due to be billed when, and the forecast view shows you exactly how much recurring revenue is queued for the coming months.
How it works
You add a schedule by selecting a client, entering the line items, choosing the frequency (weekly, monthly, quarterly, annually), the start date, and an optional end date. The tool computes the next run date based on frequency. When that date arrives, the schedule prompts you to generate the actual invoice through the Invoice Generator, which then becomes a normal invoice that can be sent and paid.
Schedules can be paused, edited, or ended at any time. A history view shows when each scheduled run was invoiced so you have an audit trail of recurring billing.
Examples
- Monthly retainer. Schedule a 12-month engagement at a fixed fee starting on the first of next month and forget about it.
- Annual subscription. Bill an enterprise customer once a year and use the schedule as the reminder, with a notes field for renewal price-up percentages.
- Quarterly support contract. Generate the invoice every three months without retyping the line items.
- Variable retainer. Schedule the fixed retainer base and add a top-up invoice each month for additional services delivered.
FAQ
Does the schedule automatically email invoices?
No. The schedule prompts you to generate the invoice; you send it through your usual channel. The manual step is intentional so you can adjust the line items before sending.
Can I change the price on a recurring schedule?
Yes. Update the schedule and the next run uses the new price; past invoices are unchanged.
What happens if I miss a run date?
The next run date stays visible until you generate the invoice, so missed runs are highlighted rather than silently skipped.
How do I prorate the first invoice?
Generate a one-off invoice for the partial period and start the schedule from the next full period.
Can I end a schedule mid-cycle?
Yes, set an end date or mark it cancelled. The history of past invoices remains intact.