How to set up recurring invoices: a quick guide

Creating an efficient, automated billing system is a key concern for many businesses. Manual billing processes can result in errors and require more resources. And billing management can become more complex over time as operational standards increase because of technological innovation. Businesses that want to build a strong brand image and gain a competitive advantage should consider refining their billing processes to ensure a smooth financial experience for their customers.

Below, we'll describe automated billing systems, discuss their core components and explain how to set up a recurring invoice system that's tailored to your business. Here's how to get started.

What's in this article?

• What are recurring invoices?
  
• What are recurring invoices used for?
  
• Benefits of using recurring invoices
  
• How to set up recurring invoices with Stripe
  

What are recurring invoices?

Recurring invoices are invoices that businesses generate and send to customers automatically at consistent intervals, such as weekly, monthly or annually.

What are recurring invoices used for?

Recurring invoices are used when the same amount needs to be billed to a customer on a regular, predetermined basis. They ensure continuity in billing procedures and reduce the amount of time spent billing customers for identical services or amounts, providing a modern approach to handling periodic financial transactions. They're common in many business scenarios, including:

• Subscription-based services
  If a business offers services or products on a subscription basis (usually billed monthly or annually), they'll use recurring invoices to bill their customers. Examples include software subscriptions, magazine subscriptions and gym memberships.
• Rent and lease agreements
  Landlords or property managers might use recurring invoices to bill tenants for rent, especially in commercial settings where businesses rent spaces.
• Retainer contracts
  Professionals such as lawyers, consultants or designers might have retainer agreements with clients in which they provide ongoing services for a fixed fee, and they'll set up recurring invoices to bill them.
• Financing or instalment payments
  If a customer has purchased a high-cost item and is paying it off in instalments, the business might use recurring invoices to remind the customer of each payment.
• Web hosting and domain services
  Companies that offer web hosting, domain registration or other online services typically bill customers monthly or yearly using recurring invoices.
• Utilities
  Although many utility companies don't technically send invoices, their billing structures are similar to those used for recurring invoices. Customers receive regular bills for services such as water, electricity and Internet.
• Maintenance and support contracts
  Businesses that offer ongoing maintenance or support might set up recurring invoices to charge their clients or customers.

Benefits of using recurring invoices

Using recurring invoices can increase efficiency for businesses and offer them improved clarity. Here's a closer look at the advantages:

• Time efficiency
  By automating the billing process, businesses can save a significant number of hours each year and reallocate this time to other important tasks, such as planning and customer engagement.
• Financial stability
  Recurring invoices provide a predictable revenue stream. With regular billing intervals, businesses can understand their financial inflows more clearly, improving budgeting, resource allocation and investment planning.
• Professional reputation
  Regular and punctual billing indicates a disciplined business approach. It subtly communicates reliability and can drive customer loyalty.
• Enhanced accuracy
  Automating the billing system minimises human errors. This precision protects the accuracy of financial records, which is imperative for audits, financial reports and trust-building with stakeholders.
• Customer relations
  Predictable billing structures eliminate unexpected charges for customers, setting clear expectations and reducing disputes. This clarity can foster customer loyalty and increase retention rates.
• Economical efficiency
  Transitioning from manual to digital billing reduces tangible costs, such as paper and postage, and decreases indirect costs associated with manual processing, storage and rectifying errors.
• Comprehensive features
  Modern invoicing platforms offer many features that go beyond billing. They can track payments, generate financial summaries and provide insights to assess business performance and customer behaviour.
• Adaptable systems
  Growing businesses need tools that can adapt. Recurring invoicing systems typically offer modifiable parameters, ensuring that the billing process remains aligned with changing business needs.
• Data security
  Data breaches can have costly repercussions, but invoicing systems tend to have expansive and rigorous security protocols. This guarantees that sensitive financial data remains protected, mitigating risks for businesses and their customers.
• Transparent communication
  Effective communication is important for successful business relationships. Regular, consistent invoicing demonstrates commitment, sets clear expectations and prevents misunderstandings.

How to set up recurring invoices with Stripe

Initial setup and account creation

• If you're new to Stripe, start by creating an account. Existing users can log in.
  
• Make sure that the business details, banking information and other important credentials that you provide are correct.
  

Navigating to the invoicing section

• Once you have logged in, head to the Dashboard.
  
• On the panel on the left-hand side, click "Billing".
  

Creating a subscription

• In the "Invoices" section, click "Create" in the top right-hand corner.
  
• Choose "Create subscription".
  
• Fill in customer details or select the customer from an existing list if you've billed them before.
  

Inputting product or service details

• Add the products or services that you're billing for. Stripe allows you to select from pre-existing items or add new ones.
  
• Ensure that you enter the correct price and quantity.
  

Determining additional settings

• Stripe provides a suite of additional settings, including tax rates, promotional discounts and custom notes.
  
• Assess your billing needs and configure these settings accordingly.
  

Preview and finalise

• Before sending or scheduling the invoice, always use the "Preview" feature to double-check that all the details are accurate.
  
• Once you are satisfied, you can either send the invoice immediately or schedule it.
  

Monitoring and management

• Stripe's Dashboard will update the status of invoices continuously, from "Sent" to "Paid" or "Overdue".
  
• Use the Dashboard to keep track of and resend invoices if needed, as well as to manage any discrepancies or issues that may arise.
  

Evaluating and iterating

• Review the efficiency of and response rate for your recurring invoices from time to time.
  
• Stripe equips businesses with analytical tools that provide insight into payment timelines, successful transactions and potential areas of improvement.
  

Implementing recurring invoicing through Stripe standardises and automates the billing process, not only reducing the internal resource strain, but also giving you more reliable invoicing for less effort. By using Stripe to power recurring invoices and other payments functionality, you can manage financial transactions with increased ease and precision.

The content in this article is for general information and education purposes only and should not be construed as legal or tax advice. Stripe does not warrant or guarantee the accuracy, completeness, adequacy, or currency of the information in the article. You should seek the advice of a competent lawyer or accountant licensed to practise in your jurisdiction for advice on your particular situation.