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Recurring Invoice Tutorial: Set Up Automated Billing in 4 Steps

Step-by-step recurring invoice setup: triggers, templates, payment options, and monitoring. Automate retainers and subscriptions.

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Plurgo Team
Product Team
·2 min read

Recurring Invoice Tutorial: Set Up Automated Billing in 4 Steps

If you bill retainers or subscriptions, recurring invoices keep revenue steady without manual effort. This tutorial walks you through setting up automated billing so you stop recreating the same invoice every month. For the full picture on evergreen invoicing, see our guide.

Step 1: Pick the Trigger

Choose when recurring invoices generate:

  • Monthly retainers – First business day of every month, or a fixed date (e.g. 15th) that suits your clients.
  • Bi-weekly or quarterly – Every 4 weeks, or every 3 months for maintenance contracts.
  • Usage-based – Copy a template, update line items (e.g. user count), and let automation handle the send.

Match the trigger to your payment terms. Net-7 retainers often use a monthly trigger; subscriptions may align with renewal dates.

Step 2: Configure the Template

Set up a recurring invoice template that scales:

  • Naming convention – Use a prefix like REC-0001 for audit trails and easy reference on invoices.
  • VAT settings – Lock per organisation so you never double-charge or forget VAT for South African tax invoices.
  • Default notes – Add a line reminding clients how to cancel, pause, or upgrade. Reduces support questions and disputes.

For invoice design tips, ensure your template leads with amount due and due date.

Step 3: Attach Payment Options

Recurring invoices work best when clients can pay easily:

  • EFT instructions – Include bank details and a clear reference on every invoice.
  • Payment links – Instant EFT or card options shorten the gap between send and payment.
  • Early-payment discount – A small discount (e.g. 2%) for payment within 7 days can improve cash flow and reduce churn.

Automate payment reminders at +7, +14, and +21 days so overdue recurring invoices don’t pile up. See our financial habits for SA businesses for payment options.

Step 4: Monitor the Timeline

Use the recurring dashboard to stay on top of recurring invoices:

  • Next send date – Know when the next invoice goes out.
  • Outstanding balance – See which subscriptions have unpaid invoices.
  • Reminders – Automatic reminders for overdue invoices keep follow-up consistent.

Automating recurring billing frees your team to focus on delivery while revenue stays predictable. Plurgo offers a free recurring invoice tool—get started and set up your first recurring invoice today.