How to Create a Recurring Invoice Series

Learn how to automatically send repeat invoices to your customers on a schedule.

Recurring invoices are perfect for subscriptions, retainers, or any service you charge for regularly. Once set up, Hello Invoice will take care of sending them for you.

Create a Recurring Invoice

Follow these steps to create a new recurring invoice.

1. Go to the Create Recurring Series screen.
2. Select a customer from the Select customer ▼ dropdown, or create a new customer by clicking the Add New Customer button from within the dropdown.
3. Select a customer from the dropdown, or click Add New Customer (within the dropdown) to create one. Confirm their name and email. Click View/Edit on the customer card to see full details.
4. Check the customers email address and review the subject line for the outgoing invoice emails.
5. Define your recurring schedule for your invoices. To help you a human-readable description of your schedule will generate as you select each of the options.
6. Add products or services:
   1. Select from saved items, or type a new description and price.
   2. You don’t need to use the dropdown for each item—just type freely.
   3. To save a reusable item, choose Create Line Item from the dropdown.
7. Enter quantity and price for each line. Use Qty for multiples or hourly/daily rates.
8. Apply taxes to line items or the total. Select a tax rate, amounts are calculated automatically.
9. Add Payment details: Use a saved details or enter a custom one.
10. Include a thank-you message: Type your own or select a saved message.
11. Add external links if needed (e.g. to completed work or supporting info).
12. Enable Stripe payments from the side menu if set up.
13. Click Save as Draft to keep it for later, or Click Save & Send to email it now and follow the prompts.

Recurrence Schedule Explained

Let's further breakdown how the recurring schedule works

• Next Invoice Date – The date the first recurring invoice will be sent.
• Invoice Due - The number of days after the invoice date that the payment due will be set for.
• Every/Frequency – Choose how often (e.g. every 1 month, every 2 weeks).
• Invoice Due – Set how many days after sending the invoice is due (e.g. 7 days).
• End – Choose when the recurring series should stop.
  • On date - The after which no more invoices will be sent.
  • After - Set how many invoices will be sent before they stop.
  • Never - Invoices will be sent indefinitely until you manually stop them.

Save the Recurring Invoice

Once you click Create Recurring Serie the schedule will be active. The first invoice won’t be sent right away. If the Next Invoice Date is set to today, then the invoice will be sent that evening.

Invoices will automatically generate and send based on your schedule. You’ll see them in your invoices list as they’re created.

What Your Customer Receives

Each time a recurring invoice is sent, your customer will receive an email with the invoice details, a Pay Now button (if Stripe is enabled), and a PDF copy of the invoice attached.