If you bill clients monthly, quarterly, or on retainer, you know the headache of explaining recurring fees in proposals. You want to be clear, not confusing. And you definitely don’t want to chase down unpaid invoices or have clients blindsided by “surprise” charges. This guide is for freelancers, agencies, and anyone using Bidsketch to create proposals that include recurring services or fees.
Below, I’ll walk you through how to set up recurring charges in Bidsketch, what to watch out for, and some real-world advice on making your proposals clear (and getting paid on time).
Why bother with recurring services in Bidsketch?
If you’re reading this, you probably already know the answer: recurring work is steady work, and recurring revenue is what keeps the lights on. But spelling it out in a proposal—so a client knows exactly what they're agreeing to—can be trickier than it seems.
Bidsketch lets you add recurring fees (like monthly SEO, hosting, maintenance, or consulting) next to your one-time project costs. This is way better than hiding the details in a wall of text or sending a separate contract for ongoing work.
But, and this is important, Bidsketch is a proposal tool—not a billing platform. It can help you communicate recurring fees, but it won’t automatically invoice your clients every month. (If you need auto-billing, you’ll need other software.)
Step 1: Plan your recurring services and fees
Don’t just jump in. Spend a few minutes figuring out:
- What’s recurring? Examples: monthly website maintenance, SEO, content updates, hosting, or a support retainer.
- How often? Monthly is most common, but Bidsketch also supports quarterly, yearly, or custom intervals.
- How long? Is this open-ended, or for a set period (e.g., 12 months)?
- What’s included? Spell out exactly what’s covered (and what’s not).
Pro tip: Be specific. “Monthly maintenance” is vague. “Monthly WordPress core/plugin updates, site backups, and security monitoring” is clear.
Step 2: Create or open your proposal draft in Bidsketch
- Log in to Bidsketch.
- Either start a new proposal or open an existing one you want to edit.
You’ll be working in the "Fees" or "Pricing" section, which is where clients expect to see costs.
Step 3: Add a new fee for your recurring service
Here’s where Bidsketch actually helps:
- Click “Add Fee” (the button might just say “+” or “Add” depending on your template).
- Enter a clear name for the service (“Monthly Website Maintenance” or “SEO Retainer”).
- Add a description. This is your chance to specify exactly what’s included in the recurring fee. Use bullet points if possible.
- Set the amount. Enter what you want to charge each billing period.
Setting the fee type to “Recurring”
- Look for the “Type” dropdown—by default it says “One-time.”
- Change it to “Recurring.”
Now you’ll see options for:
- Frequency: Choose monthly, quarterly, yearly, or set a custom interval.
- Duration: Set an end date or leave it open-ended if the service is ongoing.
What works: Bidsketch’s recurring fees are displayed very clearly in the proposal, so clients can’t claim they “missed it.”
What doesn’t: You can’t set up actual automatic payments or subscriptions here. This is just for clarity in the proposal and agreement.
Step 4: Double-check your math (and your wording)
This is where a lot of people trip up. Bidsketch will total the one-time and recurring fees separately, but it’s easy to create confusion if you’re not careful.
- Check that the recurring fee is listed as recurring, not one-time.
- Make sure the billing interval is correct (monthly, quarterly, etc.).
- Add notes if you need to clarify—for example, “Monthly maintenance fee will begin after site launch and continue until canceled with 30 days’ notice.”
Pro tip: If you’re offering discounted rates for longer commitments, spell that out (e.g., “$400/month with a minimum 6-month commitment”).
Step 5: Preview your proposal
Never send a proposal without previewing it first. In Bidsketch:
- Click “Preview” to see how the client will view the document.
- Check that recurring fees stand out and are not buried.
- Look at the totals—Bidsketch usually shows one-time and recurring fees in separate sections, which is what you want.
Honest advice: If your proposal looks confusing to you, it will look confusing to the client. Tweak descriptions, break up long lists, and use bold text for key points if your template allows.
Step 6: Add terms about recurring services
Don’t rely on just the fee table.
- In the “Terms” or “Agreement” section, add a paragraph about recurring fees. Cover:
- When the recurring service starts.
- How and when the client can cancel.
- What happens if they don’t pay.
- If you’re using external invoicing software (like FreshBooks or QuickBooks), mention that invoices will come from there.
What to ignore: You don’t need to write a 10-page legal doc, but don’t skip this step. It protects both sides.
Example clause:
“The monthly website maintenance fee will be billed separately via invoice, starting the first month after project launch. This service is month-to-month and can be canceled with 30 days’ written notice.”
Step 7: Send your proposal, but stay organized
Once everything looks good:
- Send the proposal for client review and approval.
- After approval, make a note in your calendar or task manager—Bidsketch won’t remind you to invoice for recurring services.
Pro tip: If you’re juggling multiple clients, consider using a dedicated billing tool that integrates with your workflow. Bidsketch is great for proposals, but don’t expect it to run your whole business.
What else should you know?
A few things Bidsketch users often ask about:
- Will Bidsketch remind me to invoice for recurring fees?
Nope, not currently. You’re on your own for actually billing the client. - Can clients pay recurring fees through Bidsketch?
No—Bidsketch doesn’t process payments directly. - Can I set up complex billing (like usage-based fees)?
Not really. Bidsketch handles straightforward recurring amounts, but anything fancy will require explaining in the proposal and managing outside the platform. - Should I list taxes in recurring fees?
Yes, if you’re required to collect tax, include it in your recurring fee line or in the proposal’s notes.
Real-world tips for making recurring fees work
- Be transparent: Clients hate “gotcha” fees. Make recurring costs impossible to miss.
- Keep it simple: Don’t create 10 different recurring fees for tiny things; bundle where you can.
- Follow up: After the proposal is signed, confirm in writing when recurring services start and how they’ll be billed.
- Review annually: Recurring services should be reviewed at least once a year—both to adjust pricing and to confirm the client still values the service.
Wrapping up: Keep it simple, stay clear
Setting up recurring services and fees in Bidsketch is straightforward once you’ve done it a couple of times. The real work is in making sure your proposals are clear, your clients know what they’re signing up for, and you’ve got a system in place to actually bill and collect payments.
Don’t over-complicate things. Start simple, see what works, and tweak your process as you go. Clear proposals and steady recurring income—that’s the goal.