This is part of our Invoicing and Getting Paid series (Chapter 2 of the Xero tutorial hub):

• Lesson 1: Creating and Sending Your First Sales Invoice in Xero
• Lesson 2: Customising Your Invoice Branding in Xero
• Lesson 3: Setting Up Automated Invoice Reminders in Xero
• Lesson 4: Using Quotes in Xero to Win and Track Trade Jobs
• Lesson 5: Accepting Online Payments and E-Invoicing in Xero
• Lesson 6: Setting Up Recurring Invoices in Xero for Retainer Clients

If you bill the same client the same amount regularly, whether that is a retainer arrangement or regular childcare fees, repeating invoices save you from recreating it every single time.

1. Set up a repeating invoice template

From an existing invoice, there is an option to make it repeating rather than a one-off. You set the frequency, such as weekly, fortnightly or monthly.

2. Choose whether to auto-send or approve first

You can have repeating invoices send automatically, or set them to sit as drafts for you to check before sending, which is worth doing while you build confidence in the setup.

3. Updating amounts when they change

If fees change, such as an annual increase, you can edit the repeating template so future invoices reflect the new amount without affecting past ones already sent.

4. Keep an eye on your repeating invoice list

It is worth reviewing your list of repeating invoices every so often to make sure nothing outdated is still running for a client who has left or changed arrangements.

Xero’s official YouTube channel has a walkthrough of setting up repeating invoices: watch the official Xero tutorial. Our remote bookkeeping service can help set these up correctly as part of your ongoing bookkeeping.