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Recurring Invoice Template

LegalInvoices and Receipts
Who and what
Amount
Schedule
Total billed over the schedule —
Each invoice incl. tax
—
Tax per invoice
—
Last issue date
—
First invoice (copy and paste)
—

Enter your business, the client, the service and the amount, then pick weekly, monthly, quarterly or yearly billing. The template lists every invoice number with its issue and due date. For example, 12 monthly invoices of 500 with no tax total 6,000.00, and a 31 January start moves to the last day of shorter months.

About this tool

Freelancers on retainers, landlords billing a commercial tenant and small agencies selling maintenance plans send the same invoice again and again, and the awkward parts are the dates and the numbering. This template lays out the whole run in one table: sequential invoice numbers with your prefix, the issue date of each one, the due date after your payment terms, and the amount due including sales tax or VAT. It also writes out the first invoice as plain text you can paste into an email or accounting app. It does not send invoices, track payment or work out which tax applies to your service; check the tax treatment with your tax authority or adviser.

How to use it

  1. Name the parties

    Type your business name, the client and a short description of the recurring service.

  2. Set the amount and tax

    Enter the fee before tax and move the slider to the sales tax or VAT percentage, or leave it at 0%.

  3. Choose the schedule

    Pick the billing frequency and first issue date, then set the number of invoices and payment terms with the − and + buttons.

  4. Copy the output

    Copy the first invoice text and use the table for the numbers and dates of the rest of the run.

Examples

Monthly retainer starting 31 January 2024

Your business name
Northwind Design
Client name
Acme
Recurring service
Retainer
Amount per invoice before tax
500
Sales tax or VAT
0
Billing frequency
Monthly
First issue date
2024-01-31
Number of invoices
2
Payment terms
30
Invoice number prefix
INV

Result Total billed over the schedule: 1,000.00
Each invoice incl. tax: 500.00
Tax per invoice: 0.00
Last issue date: 2024-02-29
First invoice (copy and paste): INVOICE INV-001
From: Northwind Design
Bill to: Acme
Issue date: 2024-01-31 Due date: 2024-03-01 (net 30)
Description: Retainer (monthly, 1 of 2)
Subtotal: 500.00
Tax (0%): 0.00
Amount due: 500.00

  1. Per invoice = 500.00 + 0% tax (0.00) = 500.00
  2. Schedule total = 500.00 × 2 invoices = 1,000.00
  3. Issue dates step monthly from 2024-01-31; each due date is the issue date + 30 days.

February has no 31st, so the second invoice is dated 29 February, the last day of that leap-year month.

Four weekly cleaning invoices with 10% tax

Your business name
Studio K
Client name
Bright Cafe
Recurring service
Weekly cleaning
Amount per invoice before tax
100
Sales tax or VAT
10
Billing frequency
Weekly
First issue date
2025-01-01
Number of invoices
4
Payment terms
7
Invoice number prefix

Result Total billed over the schedule: 440.00
Each invoice incl. tax: 110.00
Tax per invoice: 10.00
Last issue date: 2025-01-22
First invoice (copy and paste): INVOICE 001
From: Studio K
Bill to: Bright Cafe
Issue date: 2025-01-01 Due date: 2025-01-08 (net 7)
Description: Weekly cleaning (weekly, 1 of 4)
Subtotal: 100.00
Tax (10%): 10.00
Amount due: 110.00

  1. Per invoice = 100.00 + 10% tax (10.00) = 110.00
  2. Schedule total = 110.00 × 4 invoices = 440.00
  3. Issue dates step weekly from 2025-01-01; each due date is the issue date + 7 days.

Each invoice adds 10.00 tax to a 100.00 fee, and the fourth one is issued three weeks after the first.

How it is calculated

amount due = fee × (1 + tax ÷ 100); issue date k = start + k periods; due date = issue date + terms; total = amount due × invoices

fee
the amount per invoice before tax
tax
sales tax or VAT percentage applied to each invoice
k
the invoice position, counting from 0 for the first
terms
payment terms in days, such as net 30

Weekly and fortnightly invoices step by 7 or 14 days. Monthly, quarterly and yearly invoices keep the start day of the month, and when a month is too short the date moves to its last day, so a 31 January start gives 29 February in a leap year and 30 April later on; it returns to the 31st in longer months. Tax is rounded to the cent on each invoice before the total is added up.

Sources

When not to use it

  • If the amount changes each period, such as metered usage, each invoice needs its own figure.
  • If several tax rates apply to different lines on one invoice, a single percentage cannot represent them.
  • It does not replace accounting software that issues, sends and reconciles invoices.

Common mistakes

  • Reusing an invoice number across clients or years instead of keeping one unique sequence.
  • Assuming a 31st-of-the-month schedule bills on the 31st every month.
  • Adding tax to the fee when your business is not registered to charge it.

Frequently asked questions

What does an invoice need to show?

GOV.UK lists a unique identification number, your business name and address, the customer's name and address, a clear description of what you are charging for, the date of supply, the date of the invoice, the amount due and any VAT. Requirements differ by country, so check local rules.

Why is my February invoice dated the 28th or 29th?

When the first invoice falls on the 29th, 30th or 31st, months without that day use their last day instead. The next longer month goes back to the original day, so the schedule does not drift earlier over the year.

How are the invoice numbers built?

Your prefix is followed by a hyphen and a three-digit sequence starting at 001, for example INV-001. Leave the prefix empty to use the plain number. Keep the sequence unique so every invoice can be traced in your records.

What does net 30 mean?

Net 30 means the full amount is due 30 days after the invoice date. Set payment terms to 0 for due on receipt, or to 7, 14 or 60 days to match your contract.

Is tax worked out per invoice or on the total?

Per invoice. Tax is calculated on each invoice and rounded to the cent, and the schedule total is that amount multiplied by the number of invoices, which matches what the client is actually billed.

How long should I keep copies of invoices?

The IRS says records supporting income generally need to be kept for at least three years, longer in some cases. HMRC in the UK asks most businesses to keep records for at least five years after the filing deadline.

Cite this tool

Using this tool in an assignment, article or report? Copy a citation, or a link for your website.

APA

Tools Directory Editorial Team. (2026, October 12). Recurring Invoice Template. Tools Directory. Retrieved October 27, 2026, from https://tools.milunir.com/legal/invoices-and-receipts/recurring-invoice-template/

MLA

Tools Directory Editorial Team. “Recurring Invoice Template.” Tools Directory, 12 Oct. 2026, https://tools.milunir.com/legal/invoices-and-receipts/recurring-invoice-template/. Accessed 27 Oct. 2026.

Chicago

Tools Directory Editorial Team. “Recurring Invoice Template.” Tools Directory. Last modified October 12, 2026. Accessed October 27, 2026. https://tools.milunir.com/legal/invoices-and-receipts/recurring-invoice-template/.

Link<a href="https://tools.milunir.com/legal/invoices-and-receipts/recurring-invoice-template/">Recurring Invoice Template – Tools Directory</a>