How to Create a Recurring Invoice for Subscription Clients (2026)

---

Recurring invoices are one of the highest-value features in any invoicing system — yet most freelancers who have retainer clients still send invoices manually each month. That’s a monthly task that takes time, introduces errors, and creates inconsistency. Automating it means your invoice goes out on the same date every cycle, your client pays on time, and you’ve spent zero minutes on billing admin.

This guide explains how to set up recurring invoices in the three most popular platforms: FreshBooks, Wave, and Zoho Invoice.

When to Use a Recurring Invoice

Scenario	Recurring Invoice Type
Monthly retainer (social media, SEO, bookkeeping)	Monthly, fixed amount
Weekly contractor billing to agency	Weekly, fixed or variable
Annual software licence or maintenance fee	Annual, fixed amount
Quarterly IT support contract	Quarterly, fixed amount
Subscription newsletter or content service	Monthly, fixed amount
Ongoing coaching or consulting programme	Monthly, fixed or per-session

How to Set Up a Recurring Invoice in FreshBooks

FreshBooks has the most polished recurring invoice setup of any tool in this price range. Here’s the step-by-step:

1. Log into FreshBooks and click Invoices → New Invoice
2. Fill in the client, services/products, and amount as normal
3. Click Make Recurring (toggle at the top of the invoice)
4. Set the frequency: Weekly, Bi-weekly, Monthly, Quarterly, Annually, or Custom
5. Set the start date — the date of the first auto-send
6. Set an end date (optional) or leave open-ended
7. Choose whether to auto-charge the client’s saved card (if they’ve paid by card previously) or send the invoice for manual payment
8. Click Save & Close

FreshBooks will email the client automatically on each recurrence date. If you’ve enabled auto-charge, their saved payment method is charged and they receive a receipt. If not, they receive the invoice and can pay via the client portal.

Bonus: FreshBooks sends automatic payment reminders before and after the due date — so even if you’re not watching, late invoices get chased automatically.

How to Set Up a Recurring Invoice in Wave

1. Go to Sales → Recurring Invoices → Create Recurring Invoice
2. Select the customer and add your service line items
3. Under Frequency, choose: Weekly, Bi-weekly, Monthly, Quarterly, or Annually
4. Set the invoice date (when it generates) and the due date offset (e.g., due 14 days after invoice)
5. Choose Send automatically or Save as draft (if you want to review before sending)
6. Set an end date or leave as ongoing
7. Click Save

Wave’s recurring invoices are free and unlimited. The one limitation compared to FreshBooks is that Wave doesn’t auto-charge a saved card — clients still need to click the payment link in the invoice email. Wave Payments handles card payments at 2.9% + $0.30 per transaction.

How to Set Up a Recurring Invoice in Zoho Invoice

1. Go to Invoices → Recurring Invoices → New Recurring Invoice
2. Fill in customer details and line items
3. Under Repeat Every, set the frequency (1 month, 2 months, etc.)
4. Set the start date and number of recurrences (or “Never Expires”)
5. Enable Auto Charge if the client has a saved payment method on file
6. Save

Recurring Invoice Best Practices

Best Practice	Why It Matters
Send on the 1st or 15th of the month	Predictable billing = clients expect it and have funds ready
Set payment terms to Net 7 for retainers	7-day terms on recurring work is reasonable and improves cash flow
Enable auto-charge where possible	Eliminates client payment friction entirely — most clients prefer it
Include scope summary in the description	“Monthly SEO retainer — 8 hours, 4 posts” prevents disputes
Review recurring invoices quarterly	Ensure rates are current and inactive clients are off the list

Frequently Asked Questions

Can I set up recurring invoices in Wave for free?

Yes. Wave’s recurring invoice feature is completely free with no usage limit. You can create unlimited recurring invoices for unlimited clients at zero cost. Wave will auto-send them on schedule and track payment status. The only thing you can’t do on Wave’s free plan that FreshBooks offers is auto-charge a saved card without using Wave Payments (which has a processing fee).

How do I add a price increase to an existing recurring invoice?

In all major invoicing tools, edit the recurring invoice template directly — change the line item amount, save, and the new amount applies from the next scheduled send. Best practice: send the client a separate email notifying them of the rate change before the updated invoice arrives, referencing your contract terms for rate adjustments.

Is a recurring invoice the same as a subscription?

Operationally yes — both bill a client on a regular schedule for a fixed amount. The distinction is in the payment model: a subscription typically means the client’s card is auto-charged (they signed up and provided payment details). A recurring invoice sends a payment request that the client manually pays each time. For higher-trust clients or B2B retainers, auto-charge via FreshBooks or Stripe subscriptions removes the “did they pay yet?” uncertainty entirely.

---

Final Thoughts

If you have even one client you invoice monthly, setting up a recurring invoice is one of the highest-ROI changes you can make to your business. It takes five minutes to configure, and you’ll never manually send that invoice again. Use FreshBooks if you want auto-charge and the full suite of automation features. Use Wave if you want the same recurring invoice capability at zero cost.

Disclaimer: Software features and pricing are subject to change. Verify current capabilities on each vendor’s website. Affiliate links are present in this article.