Automated invoicing for subscriptions and recurring services
Introduction
Do you invoice the same clients every month for a recurring service? You waste time manually creating the same invoices, sometimes forget to send an invoice on time, and must manually chase late payments. This manual process is costly: in wasted time, invoicing errors, and payment delays that weigh on your cash flow.
Automated recurring invoicing solves these problems. It automatically generates and sends your invoices according to the defined frequency, whether for monthly, quarterly or annual subscriptions. No need to think about creating each invoice: the system handles it, with the correct amounts, the right dates and guaranteed Swiss compliance.
This guide shows you concretely how to implement the automation of your recurring invoicing. You'll discover the different subscription models, the precise configuration steps, the pitfalls to avoid, and concrete examples by industry sector. Whether you're a SaaS startup, a consultant with maintenance contracts, or a professional offering regular services, you'll find practical answers here to optimise your subscription management.
📌 Summary (TL;DR)
Automating recurring invoicing eliminates repetitive tasks, reduces errors and secures your predictable revenue. This guide details the different subscription models, the concrete configuration steps (recurring products, frequency, automatic reminders), and the pitfalls to avoid such as payment failures or poor VAT management.
You'll find practical examples for SaaS startups, consultants and coaches, as well as the key indicators to track to optimise your automated invoicing process.
📚 Table of contents
Why automate recurring invoicing?
Automating recurring invoicing transforms your administrative management. You eliminate repetitive tasks: no more need to manually create each monthly invoice for your subscriptions.
Concrete benefits: you save 2-3 hours per month for 20 recurring clients, reduce data entry errors by 90%, and improve your predictable cash flow. Your clients appreciate the regularity and reliability.
For SaaS companies, automation becomes essential. Discover how to effectively manage your subscriptions and recurring payments.
The different subscription models to invoice
In Switzerland, subscription models vary according to your activity. Each type requires specific configuration for subscription management.
The main models: fixed monthly (coaching, software), annual with discount (maintenance), usage-based (cloud services), freemium with upgrade (SaaS), and tiered (consulting). Each presents different implications for invoicing and VAT.
Understanding your model is the first step to automate effectively.
Fixed monthly subscriptions
The simplest model: same amount each month, invoiced automatically. Ideal for software subscriptions, maintenance services or web hosting.
Example: subscription at 150 CHF/month for an online accounting service. Swiss VAT at 8.1% applies automatically, bringing the total to 162.15 CHF.
Quick configuration: define the amount, the monthly invoicing date, and activate recurrence.
Annual subscriptions with discount
Single annual invoicing, often with a reduction to encourage long-term commitment. Classic example: 10 months for the price of 12, representing 16% savings for the client.
Advantages: immediate improvement of your cash flow, reinforced loyalty, fewer transactions to manage. A monthly subscription at 100 CHF becomes 1000 CHF paid in advance.
Watch out for renewal: notify your clients 30 days before the annual deadline.
Hybrid and usage-based models
Combination of a fixed base subscription and variable invoicing according to actual usage. Common for SaaS (number of users), telecoms (consumption), or cloud services (storage).
Example: 50 CHF/month + 5 CHF per additional user. More complex to automate, but better reflects the value delivered.
Requires precise tracking of usage metrics and flexible invoicing.
How to implement automated invoicing: concrete steps
Configuring recurring invoicing is done in four clear steps. Follow this process to automate your subscriptions without error.
BePaid simplifies each step with an intuitive interface. You configure once, the system automatically generates your invoices according to the defined periodicity.
Discover all the features on our dedicated page for recurring invoices.
Step 1: Configure your recurring products and services
Create product templates with all parameters: precise description, unit price, VAT rate (generally 8.1% for services), and periodicity.
Example: "Premium subscription" at 99 CHF/month, VAT 8.1%, invoicing on the 1st of each month. Clear configuration avoids future errors.
Take the time to properly define each parameter from the start. Modifying an ongoing subscription is more complex.
Step 2: Define the frequency and invoicing dates
Choose the appropriate periodicity: monthly, quarterly, half-yearly or annual. Define the first invoicing date and the payment deadline (generally 30 days).
Timing advice: the beginning of the month (1st-5th) facilitates accounting management for your business clients. Mid-month suits individuals better.
Avoid month-ends (28-31) for monthly invoicing: not all months have 31 days.
Step 3: Set up automatic reminders
Configure your reminders in case of non-payment: first reminder at 7 days, second at 14 days, last at 30 days after the deadline. Automation guarantees consistent follow-up.
Customise the tone: courteous for the first reminder, firmer for the last. Automatic reminders reduce unpaid invoices by 40% on average.
Go deeper with our guide on automating client reminders.
Step 4: Activate automatic generation
Launch automation after checking all parameters. Test first on 2-3 pilot clients before full deployment across your base.
Check the first generation: correct amounts, VAT applied, QR-code present, complete client information. Once validated, the system runs autonomously.
You receive a notification with each invoice generation to maintain control.
Pitfalls to avoid with recurring invoicing
Even with automation, certain errors compromise your subscription management. Identify them to avoid them from the start.
Common errors: insufficient communication with clients, absence of process for modifications, approximate management of payment failures, and poor VAT application.
Each pitfall has its solution. Anticipate these situations to maintain healthy client relationships and stable cash flow.
Forgetting to communicate with your clients
Always inform your clients before activating recurring invoicing. Specify the invoicing dates, the amount, the periodicity and the cancellation conditions.
Send a confirmation email when subscribing, then a reminder 3-5 days before each invoicing. Transparency strengthens trust and reduces disputes.
Discover how automated invoicing improves your customer relationships.
Not planning a process for modifications
Changes are inevitable: price increases, upgrade to a higher plan, downgrade, temporary suspension or cancellation. Each scenario requires a clear workflow.
Example: for a mid-month upgrade, calculate the pro-rata and adjust the next invoice. For a cancellation, define a notice period (generally 30 days) and the last invoicing date.
Document your processes and communicate them clearly in your general terms and conditions.
Ignoring payment failures
An automatic payment can fail: expired card, insufficient balance, closed account. Without a process, unpaid invoices accumulate quickly.
Retry strategy: automatic new attempt after 3 days, then 7 days. Contact the client by email from the first failure to update their banking details.
After 2 failures, suspend service access and send a firm reminder. Don't let the situation deteriorate.
Poor VAT management and Swiss compliance
Systematically apply the correct VAT rate: 8.1% for most services, 3.8% for accommodation, 2.6% for certain specific services. VAT errors create problems with the FTA.
Your invoices must comply with Swiss QR-invoice standards: compliant QR-code, structured references, complete contact details. BePaid automatically generates invoices compliant with Swiss standards.
Keep all supporting documents for your quarterly or half-yearly VAT declarations.
Optimise your recurring invoicing process
Once your system is in place, optimise it to maximise your revenue and improve the customer experience. Data analysis reveals improvement opportunities.
Track key indicators, segment your clients according to their payment behaviour, personalise your communications, and integrate your tools for an overall view.
Continuous optimisation transforms a good system into an excellent subscription management system.
Track the right indicators
MRR (Monthly Recurring Revenue) measures your predictable monthly revenue. The churn rate indicates the cancellation rate. The on-time payment rate reveals the health of your cash flow.
Example: MRR of 15,000 CHF, churn of 5%, average payment delay of 12 days. These metrics guide your strategic decisions: where to invest, which clients to prioritise for loyalty.
Track these indicators monthly to quickly detect negative trends.
Integrate with your other tools
Connect your invoicing with your CRM to synchronise client data, your accounting to automate entries, and your bank for automatic reconciliation.
Integration eliminates double entry and reduces errors. You obtain a complete view of the customer lifecycle: from prospecting to payment.
Discover how to integrate your CRM with your invoicing software.
Concrete examples by industry sector
Theory comes to life with real examples. Here's how three types of Swiss companies use recurring invoicing to automate their revenue.
Each sector presents specificities: client volume, average amounts, invoicing frequency. The automation principles remain identical, only the configuration varies.
These practical cases help you visualise the concrete application for your own activity.
Example 1: SaaS startup with monthly subscriptions
Project management software offering three tiers: Basic at 29 CHF/month, Pro at 79 CHF/month, Enterprise at 199 CHF/month. 150 active clients generate 12,000 CHF of MRR.
Configuration: automatic invoicing on the 1st of each month, reminders at D+7 and D+14, management of mid-month upgrades with pro-rata. The system processes 1,800 invoices per year without manual intervention.
Time saved: 25 hours saved per month, reinvested in product development.
Example 2: Consultant with quarterly maintenance contracts
IT consultant invoicing 1,500 CHF every 3 months for system maintenance of 15 Swiss SMEs. That's 60 invoices per year, generated automatically each quarter.
Configuration: quarterly invoicing (January, April, July, October), 30-day deadline, automatic reminders. VAT at 8.1% applied systematically.
Result: 8 hours saved per quarter, on-time payment rate increased from 60% to 85% thanks to automatic reminders.
Example 3: Coach with coaching programmes
Business coach offering a 6-month coaching programme at 400 CHF/month. 10 ongoing clients represent 4,000 CHF of monthly recurring revenue.
Configuration: automatic monthly invoicing, friendly reminder at D+5, second reminder at D+15. The coach focuses on coaching rather than administration.
Impact: 100% of administrative time saved, better payment punctuality, improved customer experience thanks to regularity.
Automated invoicing for your subscriptions and recurring services is no longer a luxury reserved for large companies. It's an essential tool to save time, reduce errors and improve your cash flow. By correctly configuring your recurring products, defining appropriate invoicing frequencies and activating automatic reminders, you free up hours each month to focus on your core business.
The pitfalls to avoid are simple: communicate clearly with your clients, plan processes for subscription modifications, manage payment failures quickly and remain compliant with Swiss standards regarding VAT. Whether you're a SaaS startup, a consultant or a coach, recurring invoicing adapts to your business model.
Ready to automate your recurring invoicing? Discover how BePaid simplifies the management of your subscriptions with compliant QR-invoices, automatic reminders and real-time tracking. Start free today.
