Recurring invoices for monthly subscriptions

When do you need recurring invoices?

Recurring invoices suit bills with a fixed amount and schedule, such as:

• Renting out space or equipment.
• Service retainers, such as monthly bookkeeping, marketing or consulting.
• Website maintenance, hosting or software subscriptions.
• Monthly lessons, courses or catering.

Agree the details with your customer first

• The billing period: weekly, monthly or quarterly.
• The billing date, such as the 1st of each month, and the due date, such as 7 days later.
• Paid in advance (billed at the start of the period) or in arrears (billed after it).
• When it ends: after a 12-month contract, or until either side stops.
• What happens if the price changes or the customer stops mid-period.

Put this in writing, for example in your quotation or contract, so there's no misunderstanding.

Each invoice stands on its own

A recurring invoice isn't one invoice used over and over. Each period produces a new invoice with its own number, date and due date, so every payment matches its bill. A description like “Monthly maintenance” stays clear because each invoice carries its own date.

Send automatically, or check first?

If the amount never changes, sending automatically saves time. If it can change, for example with extra charges or usage, it's safer to make a draft and check it before it goes out.

What people forget

• Watch payments every period: unpaid subscription invoices pile up quietly.
• Stop or pause the schedule when a contract ends or a customer leaves.
• Update the price on the schedule once a new price is agreed.
• If you're VAT-registered in Indonesia (PKP), ask your accountant about tax invoices for regular billing.