How to set up recurring invoices on FreshBooks

beginner 8 min read Updated 2026-03-18

Quick Answer

Set up recurring invoices in FreshBooks by creating a new invoice, enabling the recurring option, and configuring your frequency and duration settings. This automates invoice generation and delivery to save time on regular billing.

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Prerequisites

Active FreshBooks account
Client information added to your account
Invoice template with line items ready
Payment terms configured

Step-by-Step Instructions

Navigate to the Invoices section

Log into your FreshBooks account and click on Invoices in the left sidebar menu. Then click the Create New Invoice button in the top right corner of the screen.

Make sure you have at least one client added to your account before creating invoices.

Fill out the invoice details

Select your client from the Client dropdown menu. Add your line items by clicking + Add Line Item and entering the description, quantity, and rate. Fill in any additional details like invoice terms or notes as needed.

Create a detailed line item template first to speed up the recurring invoice setup process.

Enable recurring invoice option

Look for the Make this a Recurring Invoice toggle switch near the top of the invoice form and click it to enable recurring functionality. This will reveal additional recurring settings below.

Configure frequency settings

In the recurring settings section, select your desired frequency from the Frequency dropdown (Weekly, Monthly, Quarterly, or Yearly). Choose the Start Date for when you want the first invoice to be generated and sent.

Monthly billing is most common for service-based businesses, while weekly works well for ongoing project work.

Set duration and end conditions

Choose how long the recurring invoice should run by selecting either Send Indefinitely or Send a specific number of invoices. If you choose the specific number option, enter the total number of invoices in the field provided.

For fixed-term contracts, use the specific number option to automatically stop billing when the contract ends.

Configure delivery options

In the Email Options section, ensure Email invoice to client automatically is checked if you want invoices sent automatically. You can customize the email subject line and message that will be sent with each recurring invoice.

Personalize the automated email message to maintain a professional relationship with your clients.

Review and save the recurring invoice

Double-check all your settings including client information, line items, frequency, and duration. Click Save Recurring Invoice to create the recurring invoice template. You'll see a confirmation message and the invoice will appear in your recurring invoices list.

Test the setup by creating a recurring invoice with a short frequency first to ensure everything works correctly.

Monitor and manage recurring invoices

Access your recurring invoices anytime by going to Invoices and clicking the Recurring tab. From here you can view, edit, pause, or delete any recurring invoice setup. Click View Details to see the full schedule and history.

Regularly review your recurring invoices to ensure they're still accurate and clients haven't changed their requirements.

Common Issues & Troubleshooting

Recurring invoice toggle is not visible

Ensure you're on a FreshBooks plan that supports recurring invoices. The feature may not be available on the lowest tier plan. Check your account settings or contact FreshBooks support.

Client not receiving automated emails

Verify the client's email address is correct in their profile. Check your Email Settings under Account Settings and ensure automated emails are enabled. Ask the client to check their spam folder.

Wrong invoice amounts being generated

Edit the recurring invoice template by going to Invoices > Recurring and clicking Edit on the problematic invoice. Update the line items and rates, then save the changes.

Cannot delete or stop recurring invoice

Go to Invoices > Recurring, find the invoice you want to stop, and click the Actions dropdown. Select Pause to temporarily stop it or Delete to permanently remove the recurring schedule.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official FreshBooks website before purchasing.

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