Can I have both monthly and annual subscriptions?

Yes. Each subscription has its own frequency, so hosting can be monthly alongside a separate annual maintenance contract.

Are invoices sent automatically?

You choose per subscription. In draft mode, you review and send them yourself. In automatic mode, invoices are finalised and immediately sent through Peppol or email.

What happens if I change plans?

Affected subscriptions are paused, not deleted. Once your plan is restored, they resume automatically without back-billing missed periods.

Web designers and marketers

Automatically invoice hosting, maintenance and SEO retainers

The website is finished, but the relationship continues. Hosting, maintenance, updates and SEO retainers require another invoice each month or year. Creating them manually wastes time and invites omissions. Subscriptions automate the routine.

Recurring invoices that take too much time

A €95 monthly maintenance contract provides stable income. But creating, sending and following up the same invoice twelve times a year takes a quarter of an hour per client. With twenty clients, that is half a working day each month for work you have already done a hundred times.

Forgetting is the real risk: a missed invoice delays income, and invoicing three months later looks unprofessional. Annual hosting dates are even easier to miss without a calendar entry. Predictable amounts, descriptions and timing reduce questions and speed up payment.

In ProFactuur

How to do it, step by step

1
Create a subscription per client
Choose the client, lines such as hosting or maintenance, and a monthly or annual frequency. Subscriptions are available from Start.
2
Choose draft or automatic sending
On each scheduled date, ProFactuur creates an invoice with the correct lines and VAT rate. Draft mode leaves it ready for review; automatic mode sends it immediately by email or Peppol.
3
Send with a payment QR code
Every invoice has a payment QR code following the European standard. Clients scan and pay with the correct structured payment reference.
4
Track outstanding amounts
Debtors shows overdue subscription invoices. Preview a reminder before sending. Automatic reminders are off by default and must be enabled if wanted.

Example

Example: monthly package for an online shop

A web designer invoices a Belgian online shop monthly for hosting, maintenance and SEO, with VAT at 21%.

Hosting and SSL, monthly	€25.00
Maintenance and updates, monthly	€95.00
SEO retainer, monthly	€450.00
Total excluding VAT	€570.00
VAT at 21%	€119.70
Monthly amount due	€689.70

The subscription creates the same invoice each month. The client knows what to expect, and you no longer need to remember it. If you qualify for the Belgian small business VAT exemption, you do not charge VAT. Learn about the Belgian small business scheme

Changing prices and pausing

Update the subscription lines when you raise your rates. Future invoices use the new amounts; sent invoices remain unchanged. If a client stops or pauses, pause the subscription instead of deleting it to preserve its history and resume later without setting everything up again.

If your paid plan lapses, subscriptions pause automatically and resume after restoration without back-billing missed periods. Reports shows revenue by period, top clients and payments received, excluding VAT.

Frequently asked questions

More for web designers and marketers

Clearly separate advertising budget and management fees

Advertising budget and management fee on separate lines of one clear invoice.

A phased quote for a website project

Clear design, development and launch phases, signed online.

All about invoicing for web designers and marketers Recurring invoices View pricing

Ready to invoice smarter?

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