WorkSuite guide
Recurring invoicing and subscription billing setup
To bill a retainer or subscription in WorkSuite, create a recurring invoice. Open Finance, then Invoices, then Recurring Invoice, and add a new one. Pick the client and project, set the currency, the start date and the billing frequency, and choose how many billing cycles to run. WorkSuite then creates each invoice on schedule.
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What is a recurring invoice, and when should you use one?
A recurring invoice is an invoice that WorkSuite creates automatically on a schedule. Use it for retainers, maintenance plans and subscriptions that bill the same items again and again.
A one-off invoice suits a single project or a single delivery.
A recurring invoice suits work that repeats on a schedule.
What do you need before you start?
Before you create a recurring invoice, make sure the client exists in WorkSuite. Link a project if the billing belongs to one, and check the currency and bank account you bill in.
- Create the client in the Customers module if it is not there yet.
- Create or pick the project the billing belongs to. This step is optional.
- Check the currency and the bank account you want on the invoice.
- Agree the billing frequency and the term with the client.
How do you set up the recurring invoice?
To create the recurring invoice, open Finance, then Invoices, then Recurring Invoice, and choose Add Recurring Invoice. Fill in the client, project, currency, dates, billing frequency, billing cycles and items, then save.
These steps follow the WorkSuite screens. Labels can differ slightly by version.
- Open the Finance module, then Invoices, then Recurring Invoice.
- Choose Add Recurring Invoice.
- Pick the client, and the project if there is one.
- Choose the currency and the bank account.
- Set the start date, or start the schedule right away.
- Choose the billing frequency: daily, weekly, monthly or a custom cycle.
- Set the number of billing cycles, or choose infinite cycles for ongoing billing.
- Decide whether the client can stop recurring.
- Add the billing items, tax, shipping address and a note, then save.
How do billing frequency and billing cycles work together?
Billing frequency sets how often an invoice is created. Billing cycles set how many invoices are created in total, or infinite cycles keep billing until you stop it.
A fixed-term retainer uses a set number of cycles.
An open-ended subscription uses infinite cycles.
Match both settings to what the client signed.
What happens after the recurring invoice is saved?
After setup, WorkSuite creates each invoice on schedule. Record payments in the Finance module, and set invoice reminders in the finance settings so unpaid invoices are followed up.
Open Payments in the Finance module and choose Add Payment when a client pays.
In the finance settings, set reminders a number of days after an invoice is created, and how often they repeat.
Review recurring invoices when a contract changes.
Where can you learn more?
Recurring invoices are one part of WorkSuite finance. The WorkSuite overview shows how they connect to clients, projects and payments.
Teams that are still choosing a system can compare hosted and self-hosted options first.
Frequently asked questions
What is a recurring invoice?
A recurring invoice is an invoice that WorkSuite creates automatically on a schedule you set. It suits retainers, maintenance plans and subscriptions.
Which billing frequencies can we choose?
Daily, weekly, monthly or a custom cycle, according to the WorkSuite documentation.
Can a recurring invoice stop after a set number of invoices?
Yes. Set a number of billing cycles for a fixed term, or choose infinite cycles for ongoing billing.
Can the client stop a recurring invoice?
Only if you allow it. Turn on the option that lets the client stop recurring when you create the invoice.
Sources
- Froiden, Worksuite documentation: Recurring Invoices, accessed 2026-11-13.
- Froiden, Worksuite documentation: Invoices, accessed 2026-11-13.
- Froiden, Worksuite documentation: Creating Client, accessed 2026-11-13.
- Froiden, Worksuite documentation: Payments, accessed 2026-11-13.
- Froiden, Worksuite version 5.1.9 release notes (invoice reminders), accessed 2026-11-13.