Recurring billing means automatically generating and sending invoices on a set schedule (weekly, monthly, or annually) without creating each invoice manually. South African businesses that charge retainer fees, subscription fees, or regular service fees can save significant time by setting up recurring billing rather than issuing new invoices each cycle.
Who should use recurring billing?
Recurring billing is valuable for any business that bills the same client on a regular schedule:
- Consultants and agencies on monthly retainers
- IT managed service providers with monthly support contracts
- Accountants and bookkeepers with monthly or annual billing cycles
- Gym studios, yoga studios, and other membership businesses
- Software and SaaS businesses billing monthly or annual subscriptions
- Property managers collecting monthly management fees
- Tutors and coaches with ongoing weekly or monthly sessions
If you manually create the same invoice for the same client every month, recurring billing will save you time and reduce the chance of forgetting to bill.
How recurring billing works
A recurring billing schedule defines:
- The client being billed
- The invoice amount (fixed or variable)
- The billing frequency (weekly, monthly, or annually)
- The start date and optionally an end date
- The payment terms applied to each generated invoice
On the schedule date, the system automatically creates a new invoice and sends it to the client. No manual action required from you.
How to set up recurring billing in Rebill
Rebill’s recurring billing feature lets you create billing schedules in a few steps:
- Go to Recurring Billing in your Rebill dashboard
- Create a new schedule and select the client
- Add line items (the services or fees that repeat each cycle)
- Set the frequency: weekly, monthly, or annually (for monthly billing, choose a scheduling anchor: same day, 1st, last day, specific date, or N days before month-end)
- Set the start date and optionally an end date
- Configure delivery: email only (free plan) or email + WhatsApp (Premium)
- Activate the schedule
From that point, Rebill generates and sends the invoice automatically on each billing date. You can pause, edit, or cancel the schedule at any time.
Quick answer
How do you set up recurring billing for a South African business?
Recurring billing in South Africa means configuring your invoicing software to automatically generate and send invoices on a set schedule. To set it up, choose an invoicing tool that supports recurring billing (like Rebill), create a billing schedule for a client by specifying the line items, billing frequency (weekly, monthly, or annually), and start date. For monthly billing, Rebill lets you choose a scheduling anchor: the same day each month, the 1st, the last day, a specific date, or a set number of days before month-end. The system then automatically creates and sends the invoice on each billing date without manual input. This is particularly useful for consultants on retainers, IT service providers with monthly contracts, and any business with regular ongoing billing. Rebill’s recurring billing is available on the Premium plan at R99/month and supports ZAR billing with SARS-compliant tax invoices, WhatsApp delivery, and automated payment reminders.
Tips for setting up recurring billing
Use fixed fees where possible. Variable amounts (where the client needs to approve each invoice before it is sent) require more manual oversight. If you can structure your retainer as a fixed monthly fee, the recurring billing process is fully hands-off.
Set clear cancellation terms. State how many days’ notice is required to cancel a recurring arrangement. Include this in your service agreement, not just on the invoice.
Review your schedules quarterly. Check that your rates reflect current costs and that all schedules are still active and correct. It is easy for a paused or outdated schedule to be forgotten.
Include the period on each invoice. State the period covered by each recurring invoice (e.g. “Monthly retainer: March 2026”). This helps clients reconcile payments and reduces queries.
What about automatic payments?
Recurring billing in Rebill sends invoices automatically, but payment is still initiated by the client (via EFT or by clicking the payment link on each invoice). This is different from a debit order, where funds are pulled from the client’s account automatically.
For fully automated payment collection (where the client’s card is charged automatically on a schedule without them needing to take action), this requires a debit order or subscription billing setup via a payment provider. Paystack and PayFast both support recurring subscription billing, and Rebill can be used alongside these tools.
For most South African B2B businesses (consultants, agencies, IT providers), recurring invoicing with a payment link on each invoice is sufficient. The client receives the invoice and pays it within the terms.
Frequently asked questions
Can I set up recurring billing on Rebill's free plan?
Recurring billing is available on the Rebill Premium plan at R99/month. The free plan includes up to 20 manual invoices per month. If you have ongoing recurring clients, the Premium plan pays for itself quickly by saving the time you would spend creating invoices manually each cycle.
Can I change the amount on a recurring invoice?
Yes. You can edit a recurring billing schedule at any time in Rebill. If you need to update the rate from next month, change the line items in the schedule. The current invoice (already generated) will not be affected, but all future invoices will use the new amount. Notify your client before changing rates.
What happens if a recurring invoice is not paid?
The same follow-up process applies as for any overdue invoice. Rebill sends automated payment reminders via email (or WhatsApp on Premium). If the invoice remains unpaid, you can apply a late fee and escalate as needed. You can also pause or cancel the recurring schedule if you do not want to continue providing services to a non-paying client.
Is recurring billing a debit order?
No. Recurring billing generates and sends invoices automatically on a schedule, but the client still needs to initiate payment each time (by EFT or clicking a payment link). A debit order pulls funds from the client's bank account automatically without their action each time. Debit orders require the client to sign a mandate and are governed by NAEDO (Non-authenticated Early Debit Order) rules in South Africa.