Champion Feature
Recurring Invoices are available on the Champion plan ($15/month). This feature automates your billing so you never forget to invoice your retainer clients.
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What are recurring invoices?
Recurring invoices let you create a template once and have Freelance Trackr automatically generate and send invoices on a schedule you choose. This is perfect for:
- Retainer clients
Bill the same amount monthly without manually creating each invoice
- Subscription services
Ongoing maintenance, hosting, or support packages
- Long-term contracts
Quarterly consulting fees or annual license renewals
How it works
Set it up once
Create a recurring invoice template with your items, pricing, and schedule
Auto-generate daily
Our system checks daily and creates invoices when they're due
Track everything
See all generated invoices linked back to their recurring template
Creating a recurring invoice
Quick tip: Have at least one client added before creating a recurring invoice. You'll need to select which client to bill.
Step-by-step guide
Go to Recurring Invoices
Click "Recurring Invoices" in the sidebar, then click the "New Recurring Invoice" button.
📸 Blue 'New Recurring Invoice' button in page header
/help/recurring-invoices/new-recurring-button.png
Fill in basic information
Complete these fields:
- Client: Select who to bill from your client list
- Invoice Number Prefix: A code like "REC-001" — generated invoices will be numbered REC-001-001, REC-001-002, etc.
- Currency: Choose from USD, EUR, GBP, and more
- Payment Terms: How many days until the invoice is due (1-90 days, e.g., 30 means "Net 30")
📸 Form section showing: client dropdown, invoice number prefix (e.g., 'REC-001'), currency, and payment terms (days until due)
/help/recurring-invoices/form-basic-info.png
Set the recurrence schedule
Choose how often to generate invoices:
- Frequency: Weekly, Bi-weekly, Monthly, Quarterly, or Yearly
- Start Date: When to generate the first invoice
- End Date (optional): Leave blank for ongoing, or set a date to stop
- Auto-send: Automatically email invoices to your client when generated
📸 Recurrence schedule section showing: frequency dropdown (Weekly, Bi-weekly, Monthly, Quarterly, Yearly), start date picker, optional end date, and auto-send checkbox
/help/recurring-invoices/form-schedule.png
Add line items
Add the services or products you're billing for. Each generated invoice will include these same items.
- Description: What you're billing for (e.g., "Monthly Retainer - Web Development")
- Quantity: Number of units
- Rate: Price per unit
- Tax & Discount: Add percentage tax or fixed discount if needed
📸 Line items section similar to regular invoice with description, quantity, rate, and total
/help/recurring-invoices/form-line-items.png
Save and activate
Click "Save Recurring Invoice". Your recurring invoice is now active and will generate automatically on schedule!
Choosing the right frequency
Pick the frequency that matches your billing agreement with your client:
| Frequency | When invoices generate | Best for |
|---|---|---|
| Weekly | Every 7 days | Hourly contractors, short-term projects |
| Bi-weekly | Every 14 days | Part-time retainers, semi-monthly services |
| Monthly | Same day each month | Retainers, maintenance, subscriptions |
| Quarterly | Every 3 months | Consulting, strategic reviews, large projects |
| Yearly | Once per year | Annual renewals, license fees, yearly retainers |
📸 Frequency dropdown expanded showing: Weekly, Bi-weekly, Monthly, Quarterly, Yearly options
/help/recurring-invoices/frequency-dropdown.png
Auto-sending invoices to clients
The auto-send feature emails your generated invoices directly to your client — no manual action needed from you.
When to enable auto-send
- Trusted, long-term clients
- Fixed retainer amounts
- Clients who expect regular billing
When to disable auto-send
- New clients you're still building trust with
- Variable billing amounts
- When you need to review before sending
Note: When auto-send is disabled, invoices are still generated automatically — they just won't be emailed. You can review and manually send them from your Invoices page.
Managing your recurring invoices
Understanding statuses
Generating invoices on schedule
Temporarily stopped, can resume anytime
End date reached, no more invoices
Deleted (generated invoices remain)
Available actions
Pause / Resume
Temporarily stop generating invoices without deleting the template. Click again to resume.
Edit
Change the amount, frequency, items, or any other setting. Changes apply to future invoices only.
Delete
Permanently cancel this recurring invoice. Already-generated invoices are not deleted and remain in your records.
📸 Action dropdown on recurring invoice card showing: Pause/Resume, Edit, Delete options
/help/recurring-invoices/recurring-actions.png
Viewing generated invoice history
Every recurring invoice tracks how many invoices it has generated and links to each one.
Stats at a glance
The recurring invoices page shows four stat cards at the top:
On each recurring invoice card
Each recurring invoice card displays:
- Total amount billed per invoice
- Next invoice date
- Generated count — how many invoices have been created so far
- Auto-send indicator — shows if invoices are automatically emailed
📸 Single recurring invoice card showing: client name with status badge, invoice prefix, amount, frequency, next date, generated count, and auto-send indicator
/help/recurring-invoices/recurring-card.png
💡 Important things to know
- Invoice generation runs daily at midnight UTC. Invoices are created when the scheduled date arrives.
- Downgrading pauses your recurring invoices. If you cancel Champion, your recurring invoices are paused (not deleted). Re-subscribe to resume them.
- Generated invoices are marked as "Sent". They appear in your regular Invoices page with a link back to the recurring template.
- You can edit items anytime. Changes only affect future invoices — already-generated invoices stay as they were.