Recurring monthly service invoice template
Recurring monthly service invoice template for maintenance and facility contracts: the fixed monthly fee, call-outs outside the contract and materials apart.
Templates by industry
- Monthly service fee, contract MS-220
- Call-out outside contract hours
- Consumables used on scheduled visits
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Monthly service fee, contract MS-220" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Consumables used on scheduled visits". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Alarm monitoring, office plant care, managed printers and lift servicing have one thing in common: the same fee every month under a service contract, with occasional extras on top. This template keeps that rhythm. The fixed fee sits on the first line with the contract number and the month, and anything the contract does not cover, such as an emergency call-out at night, follows below with the date and the job reference.
Fields to prepare
- Deliverables and line items
- Monthly service fee, contract MS-220, Call-out outside contract hours, Consumables used on scheduled visits: record the quantities actually supplied and the service period.
- Monthly service fee, contract MS-220
- Bill the fee for the month it covers, in advance or in arrears as the contract says, and keep the wording identical each month.
- Call-out outside contract hours
- Give the date, time and job number of each call-out, and the clause that puts it outside the monthly fee.
- Consumables used on scheduled visits
- Charge consumables only if the contract excludes them, and list them by type rather than as one lump sum.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Repeat the contract number and the month on every invoice, keep the fixed fee on one line, and put call-outs and materials outside the contract on their own lines.
Before sending
- Does “Monthly service fee, contract MS-220” show the quantity actually supplied, not the quantity first quoted?
- Is “Call-out outside contract hours” charged at the rate the customer agreed to, with any change approved?
- Is “Consumables used on scheduled visits” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Monthly service fee, contract MS-220 | 1 × $640.00 | $640.00 |
| Call-out outside contract hours | 1 × $95.00 | $95.00 |
| Consumables used on scheduled visits | 3 × $18.00 | $54.00 |
| Subtotal | $789.00 | |
| Sales tax (8%) | $63.12 | |
| Total | $852.12 | |
Net amount $789.00, sales tax $63.12, total payable $852.12.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I handle a price increase written into the contract?
Apply it from the month the contract names, show the new fee on that month’s invoice and mention the clause in the notes. A client who sees an unexplained change on a recurring invoice usually holds the payment.
Can one invoice cover several months?
Yes, if the contract allows quarterly or yearly billing. List each month on its own line or state the period clearly, so the client can book the cost to the right months.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $63.12 on a net amount of $789.00, for a total of $852.12. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Recurring monthly service invoice template: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.