How to Automate Invoicing for Recurring Projects

The freelancing community in the Philippines has seen tremendous growth in recent years. In 2023, GCash and Payoneer reported about 1.5 million Filipinos freelancers who are registered on international online platforms. And this number only seems to grow with time.

Today, it's common for freelancers and small agencies to simultaneously manage multiple clients and recurring projects, from digital marketing to consulting. But as opportunities grow, so do payment challenges. Gig workers often find themselves stuck with manual invoicing, spreadsheets, and constant back-and-forth communication just to track payments and follow up.

When dealing with recurring work, this process becomes an inefficient, time-consuming cycle. If this best describes your current situation, perhaps it’s time to seriously consider automation. Automated invoicing isn’t just about making billing easier—it’s about reclaiming precious hours, reducing admin work, and creating a more professional, seamless experience for you and your clients.

Not convinced? Here’s why automated invoicing could be the next best thing to happen to your business. 

What is Automated Invoicing?

It’s a system that allows businesses to send invoices and manage billing processes automatically, without the need to manually create and send each bill. Instead of repeating the same tasks, automated invoicing tools handle the work for you based on a set schedule or trigger.

For example: if you charge a client every month for a service, automated invoicing can be set to generate and send those invoices on the exact dates you choose. It can also routinely send reminders for unpaid invoices, track payment status, and update records when a client completes payment.

With automated invoicing, you can also create professional invoice templates and personalize them using dynamic fields that automatically pull client details. Businesses save time, lessen manual errors, and guards against missed billing deadlines. This is invaluable for those handling recurring payments, subscriptions, or a high volume of invoices.

Applying Invoicing Automation in Retainer Services, Monthly Packages, and Subscription Products

For businesses managing ongoing services or repeat billing cycles, invoicing can quickly become slow and prone to errors. Without the right tools, you’ll strain client relationships due to wasted time and missed payments. This is where invoicing automation can make a real difference.

Let’s explore three of the best use cases for invoicing automation: retainer-based services, monthly maintenance or support packages, and subscription product offerings.

1. Retainer-Based Services

Retainer agreements are commonly used by professionals such as consultants, freelancers, legal advisors, and creative agencies. These services typically involve a fixed, recurring payment in exchange for a set number of hours or deliverables each month.

Without automation, sending invoices can easily become repetitive and can result in delays if managed manually. Automated invoicing simplifies this process by generating and sending invoices on a set schedule. By automating retainer invoices, businesses can:

• provide timely billing at the start of each cycle;
• minimize missed invoices;
• improve cash flow predictability; and
• free up time to focus on client work instead of paperwork.

Clients also benefit from receiving consistent invoices on time. This can help maintain positive, long-term professional relationships.

2. Monthly Maintenance or Support Packages

Businesses that offer ongoing technical support, website maintenance, or system management often rely on monthly packages. Examples would be digital marketing agencies, cybersecurity firms, and Cloud Service Providers. They typically bill on a recurring basis; so traditional invoicing methods are out of the question as they can lead to errors. Thus, automating invoicing delivers several advantages:

• recurring invoices are automatically generated and sent at the agreed intervals;
• payment reminders can be scheduled to reduce late payments; and
• businesses can easily scale by adding more clients without increasing admin work.

For service providers, invoicing automation makes it easier to track who's paid and who hasn't. This creates a smoother workflow, prevents lost revenue, and ensures a steady income.

3. Subscription Product Offerings

Subscription-based businesses, whether they’re offering digital products (e.g., iWantTFC), SaaS (Software as a Service), subscription boxes (e.g., The Six Pack Chef), or educational content, thrive on regular, predictable payments. The challenge comes when handling high transaction volumes and managing multiple billing cycles for different customers. Invoicing automation is essential in subscription models because it:

• handles complex billing frequencies (monthly, quarterly, annually);
• supports auto-renewals and recurring payments;
• quickly adapts to changes like plan upgrades or cancellations; and
• integrates with payment gateways for seamless processing.

Automated invoicing ensures that subscribers are billed accurately and on time without the business owner having to manually track each customer’s cycle. It also improves the customer experience by offering convenient payment options and transparent billing.

How to Set Up Automated Invoicing

Imagine a world where your invoices practically send themselves. That's the power of automated invoicing, and it's simpler to set up than you think. Here’s a simple step-by-step guide:

1. Choose the Right Invoicing Software with Automation Features

Start by selecting an invoicing software that offers built-in automation. Look for tools that can handle recurring billing, send automatic payment reminders, and integrate with popular payment methods like bank transfers, credit cards, and e-wallets. 

Platforms like Mochi, FreshBooks, and Zoho Books are good examples. Make sure the software matches your business size, preferred payment channels, and the volume of invoices you send.

2. Define Invoice Frequency and Triggers

Once you’ve chosen your software, set the billing frequency based on your service agreements. This could be weekly, monthly, or per milestone. Some platforms allow you to automate based on specific triggers—like when a project phase is completed, or when a subscription period renews. Clear scheduling ensures your invoices are always sent on time without manual follow-ups.

3. Create Customizable Invoice Templates

Most invoicing tools allow you to design templates that reflect your branding. Make templates featuring your logo, business details, transaction terms, and payment instructions. Having ready-to-use templates speeds up the process and keeps your invoices looking smart and consistent.

4. Use Dynamic Fields for Personalization

Dynamic fields automatically pull client-specific information, such as name, service descriptions, due dates, and invoice amounts. This ensures each invoice is tailored to the client without needing to edit each one manually. 

Dynamic fields are essential when sending bulk or recurring invoices, as they help you scale your billing process while reducing human errors.

Mochi’s Automated Invoicing Features for Filipino Businesses

Mochi’s automated invoicing is designed to help Filipino freelancers, small businesses, and growing agencies simplify their billing process – minus the stress. Take advantage of Mochi’s key automation features, such as:

1. Schedule Recurring Invoices with Custom Intervals

With Mochi, you can easily set up recurring invoices to automatically bill your clients on a schedule that fits your needs. Whether it’s weekly, monthly, quarterly, or any custom interval, the platform takes care of generating and sending invoices right on time. 

It’s ideal for businesses offering retainers (e.g., lawyers), subscription services, or monthly packages (e.g., memberships like gyms), because it removes the need to create each invoice from scratch.

2. Auto-Send Invoices and Payment Reminders

Mochi can automatically send invoices to your clients and follow up with payment reminders. No need for back-and-forth messages or constant check-ins. 

By automating reminders, you can gently prompt clients to pay on time while maintaining a professional relationship. This helps reduce late payments and keeps your cash flow steady without requiring manual tracking.

3. Integrate with Local Digital Payment Options

One of Mochi’s biggest advantages is its seamless integration with local payment methods that Filipino businesses trust, like GCash, Maya, and bank transfers. 

By offering these convenient options directly in your invoices, you make it easier for clients to pay quickly. This improves the chances of faster settlements and enhances the payment experience.

Bottom line: Mochi helps you operate more efficiently and focus on growth instead of chasing payments. From freelancers to startups and established companies, it’s possible to save time, reduce administrative work, and improve payment collection.

Avoid These Common Automation Mistakes

Automating your invoicing can save you time and effort, but it’s not a “set it and forget it” system. To get the most out of it and avoid costly mistakes, you still need to keep an eye on certain details. Here are some common invoicing automation mistakes (and how you can prevent them):

1. Forgetting to Review Auto-Generated Invoices

Just because invoices are automatically created doesn’t mean they’re always perfect. It’s important to regularly review auto-generated invoices to ensure all the details (such as dates, amounts, and descriptions are correct. 

Billing mistakes confuse clients and delay payments. A quick review before sending can help you catch errors early and maintain professionalism.

2. Not Updating Client Details or Service Scope

When clients change their contact information, billing addresses, or when the scope of work changes, your invoicing system needs to reflect those updates. 

Forgetting to update these details can result in invoices being sent to the wrong person or charging for outdated services. Make it a habit to review and update client records whenever agreements or project terms change.

3. Overlooking Payment Tracking

Despite its convenience, you'll still need to track which payments have been received and which remain pending. Relying too much on automation without monitoring payment statuses can lead to missed follow-ups or uncollected payments. 

Make it a habit to regularly check your payment dashboard to ensure nothing slips through the cracks.

4. Using Generic or Outdated Invoice Templates

Automated systems often rely on preset templates. However, using outdated or overly generic ones can make your invoices look unprofessional or miss important details like updated rates, payment instructions, or legal requirements. 

It's important to periodically refresh invoice templates to reflect your current branding, accurate payment channels, and modified terms and conditions. A well-designed, up-to-date invoice builds trust and encourages timely payments.

5. Ignoring System Notifications and Errors

Many invoicing platforms send system alerts or error messages when something goes wrong—like failed email deliveries, unsuccessful payment attempts, or integration issues with payment gateways. Ignoring these notifications can lead to missed invoices, delayed payments, or incorrect records. 

Make it a practice to regularly check your system dashboard and email for alerts, so you can quickly address any issues before they affect your cash flow.

Maintain a smooth, accurate, and fully optimized billing process by watching out for these errors. Then, you can enjoy the full benefits of invoicing automation while keeping transactions accurate, timely, and client-friendly.

Save Time, Stay Consistent

Embracing automated invoicing isn't just about efficiency - it's about empowering your business to thrive. By updating your billing methods, you'll save valuable time, minimize errors, and keep your customers happy. And isn’t that what every business wants?

Take the leap and transform your invoicing from routine to strategic. Try Mochi to automate and simplify your recurring projects.