Recurring invoices for retainers and subscriptions: set up once, bill every month
If you bill the same customers the same amount every month, recurring invoices save hours and stop invoices from being forgotten.
Accountants billing a monthly fee, IT companies with maintenance contracts, landlords, cleaning companies, agencies on a retainer: many Cyprus businesses send the same customers the same invoice every month. Doing it by hand is slow, and the invoice that gets forgotten is money you never collect. Recurring invoices fix both.
How recurring invoices work
You create an invoice once and tell the software how often to repeat it: every month, every quarter, every year, or a custom period. From then on each new invoice is created on schedule with a new number from your normal series and emailed to the customer, with no work from you.
Everything else stays normal. Each invoice is a proper tax invoice in your sales and VAT reports, the customer sees it in their portal, reminders go out if it is not paid, and you record the payment when it arrives.
What to set up
- The first invoice, with the lines, prices and VAT exactly as they should appear every time.
- How often it repeats: monthly, quarterly, yearly or custom.
- How many times, if the arrangement has an end, such as a 12-month contract. Leave it open if it runs until cancelled.
- The due date terms, so every invoice carries a real due date.
Tip: Make the line description say what the period is, for example "Monthly support", and keep the invoice date at the start of each period. Customers approve an invoice much faster when they can see at a glance what it covers.
Mistakes to avoid
- Forgetting price changes. When you agree a new fee, update the recurring invoice before the next one is created, not after.
- Leaving a series running after a contract ends. Set the number of repeats, or stop the series the day the customer cancels.
- Mixing one-off work into the recurring invoice. Bill extra work on a separate invoice, so the recurring one stays predictable.
- Recurring the wrong document. If the customer pays before each period starts, you may want a proforma first and the tax invoice once paid; ask your accountant which fits your arrangement.
In ToLogistiko
Any invoice can be set to repeat; open it and set Recurring Invoice? to the period you want. Every new invoice is created and emailed on schedule, and you can stop the series at any time. Details are in the help centre under recurring invoices, and invoicing shows the rest.
In short
If you send the same invoice every month, make it recurring: set the lines, the period and the number of repeats once, keep prices up to date, and let the invoices go out on their own.
