A recurring invoice is an invoice that Sole creates and sends automatically on a schedule you define — weekly, fortnightly, monthly, or any custom frequency. Set it up once, and every invoice to that client goes out on time without you touching it. It’s the most practical tool a sole trader with regular clients can use.
When Should You Use Recurring Invoices?
If you do the same work for the same client on a predictable schedule, a recurring invoice will save you significant admin time. Common use cases:
- Cleaners — weekly or fortnightly residential clients
- Personal trainers — monthly memberships or weekly session bundles
- Tutors — term-based billing or weekly sessions
- Consultants — monthly retainers
- Bookkeepers — monthly client accounts
- Tradespeople — ongoing maintenance contracts
How to Set Up a Recurring Invoice in Sole — Step by Step
- Open Sole and create a new invoice for the client as normal — add line items, GST, and payment terms.
- Before sending, tap “Make recurring.” This option appears on the invoice review screen.
- Set your repeat schedule. Choose weekly, fortnightly, monthly, or a custom interval. Set the start date.
- Set an end date (optional). If the arrangement has a fixed term, enter the end date. Leave it open-ended for indefinite retainers.
- Enable auto-send. Toggle auto-send on — Sole will create and send the invoice automatically on each scheduled date.
- Save. The first invoice goes out on the start date. Every subsequent invoice goes out automatically.
Combining Recurring Invoices with Direct Debit
For a fully hands-off billing setup, pair a recurring invoice with a direct debit authorisation. Here’s how it works:
- On the first invoice to a new regular client, include a direct debit authorisation request.
- The client approves once — this takes about 60 seconds for them.
- Every subsequent invoice is paid automatically on the due date. No chasing, no reminders, no friction.
This is the setup used by most professional service sole traders with stable client rosters. It eliminates the two biggest cash flow headaches: late invoicing and late payment.
Managing Changes to a Recurring Invoice
Business arrangements change — here’s what Sole lets you do without cancelling and recreating:
- Price increase. Edit the line item amount on the recurring invoice — the change applies from the next scheduled invoice.
- Pause for a client holiday. Set a pause period with a resume date. Sole skips invoices during the pause and restarts automatically.
- Cancel the recurring schedule. Cancel the recurring setup without deleting any historical invoices already sent.
Tracking Recurring Income in Sole
Sole’s dashboard separates recurring revenue from one-off income, so you can see at a glance how much of your monthly income is predictable versus project-based. This is critical for cash flow planning — knowing your floor income tells you how much new work you need each month.
Frequently Asked Questions
Do recurring invoices count as income even if they are automatic?Yes. Every invoice Sole sends — whether triggered automatically or manually — is recorded as income when sent. If you use accrual accounting, the income is recognised when the invoice is issued. Cash basis sole traders record it when payment is received. Sole’s dashboard shows both views.
Can I pause a recurring invoice without cancelling it?Yes. In Sole you can pause a recurring invoice for a specified period — useful when a client goes on holiday or temporarily suspends your services. Sole will resume the schedule automatically on the date you set, without you needing to recreate it.
What happens if a recurring invoice isn’t paid?Sole’s automated reminder sequence applies to recurring invoices just as it does to one-off invoices. If payment isn’t received by the due date, Sole sends the reminder sequence you have configured — typically 3 days after, then 7 days after the due date.
Can I set different prices for different recurring clients?Yes. Each recurring invoice is independent — you can set a different amount, different frequency, and different payment terms per client. There is no limit to the number of recurring invoices you can run simultaneously in Sole.
Does a recurring invoice automatically include GST?Yes, if you are registered for GST. Sole tracks your GST registration status and applies GST to each invoice automatically. Each recurring invoice issued contributes to your running GST liability, so your BAS figures are always current.
