A review-first recurring invoice workflow for creative retainers

Repeat the schedule, review the work

A recurring client does not mean an identical month. A shoot can move, a deliverable can be cancelled and a licence period can change. A review-first process gives you a predictable starting point while leaving room for those differences.

Choose an invoice date that matches your agreement. Before sending, update the service period, project references and approved additions. If the client has prepaid or already transferred money, confirm how that affects the amount still due.

• Check the correct client and billing contact.
• Confirm the service period and invoice due date.
• Compare included deliverables with the agreed retainer.
• Record approved additions and credits.
• Review payment records before sending or reminding.

Choose a clear follow-up rhythm

One practical starting point is a polite follow-up seven days after the due date and a second at fourteen days if the invoice is still unpaid. These intervals are an example workflow, not a universal rule or a promised payment outcome. Check the agreed terms and the client’s response.

Government invoicing guidance recommends clear payment details and detailed descriptions to reduce confusion, and suggests reminders when invoices remain unpaid.

Reference: Australian Government: How to invoice — manage unpaid invoices ↗

Make each message easy to answer

First follow-up example: “Hi Alex, I’m checking on invoice DEMO-014 for the September content package, due on 1 October. Could you confirm the payment date? If it has already been paid, please send the reference so I can match it. Thanks.”

Second follow-up example: “Hi Alex, invoice DEMO-014 is still showing as unpaid in my records. Is there a billing question or an approval holding it up? Please reply with the expected payment date so we can keep the project records up to date.”

These examples intentionally avoid threats, invented late fees and assumptions about intent. If a client raises a dispute, pause routine chasing and deal with the issue. Check your records before sending another message.

Close the loop after payment

Bank transfers need to be matched to the right invoice. Record the amount actually received and keep the reference; a payment screenshot alone is not the same as a confirmed deposit. Stop reminders when the invoice is settled.

LensInvoice’s intended default is recurring drafts for owner review. The private beta is still verifying scheduled execution and reminder delivery, so users should check draft creation and payment records manually. Do not rely on an unverified schedule for a business-critical billing deadline.

Example monthly retainer checklist

An illustrative workflow. Dates and follow-ups should follow your client agreement.

Common questions