Recurring invoice template for retainer clients

A retainer invoice should look almost identical every time it goes out, because that predictability is the point. The template below is built to be set up once and repeated on a schedule, not rebuilt from scratch each billing cycle.

What to include

• Your business name, full address, and contact details
• Your VAT number, if you're VAT-registered, and your business registration number where your country requires it (for example, your KvK number in the Netherlands)
• The client's name and address, their VAT number if they're a business in another EU country, and the retainer period it covers (e.g. "June 2026")
• An invoice number and date (these should still increment each cycle)
• The fixed retainer fee and what it covers, in one line
• The VAT rate and amount, which stays the same each cycle unless the rate changes
• Any usage caps or overage terms, if applicable
• The due date relative to the billing period (e.g. due on the 1st)

Example invoice

From: Jamie Reyes Coaching, Rotterdam, Netherlands
KvK: 87654321. VAT: NL987654321B01
To: Maya Chen, Delft, Netherlands
Invoice #: 0104. Date: 1 June 2026

Due: 8 June 2026 (auto-charged to card on file)

Sending it with Billebly

Set the amount and interval once (weekly, monthly, or yearly) and Billebly repeats the charge automatically until you stop it, with the invoice number and date incrementing on its own. If a retainer client's fee changes, you update the schedule once rather than editing every future invoice individually.