Set Up Recurring Expenses

Recurring Expenses stores templates for predictable costs such as rent, internet, software subscriptions, utilities and retainers.

Permission required

Owners have full access. Managers and staff need Recurring Expenses access and access to the selected location.

Create a template

Open Accounting → Recurring Expenses and select Add Recurring Expense or New Template.

Schedule a repeat expense

1. Enter the template name, category, location and optional supplier.
2. Choose Payment Mode and the account mapping.
3. Choose a Frequency: weekly, monthly, quarterly or yearly, and set the Every interval.
4. Set Start Date, optional End Date and Next Run Date.
5. Enter Base Amount, Tax Mode and GST percentage when applicable.
6. Turn on GST Claimable only after eligibility review.
7. Add any reference or notes, then select Save Template.

The list shows active and paused templates, next execution dates and recurring value. Use Edit for a verified change and the status action to pause or reactivate future use.

Post an expense now

Use Run Now when the expense should be generated immediately. Confirm the resulting record in Expense Manager, including its date, amount, payment state, account and tax classification.

Important information

A recurring template generates operational expense records according to its schedule. It does not pay the supplier, authorize a bank debit or prove that payment occurred.

Warning

Check for an already generated expense before using Run Now. Do not post a duplicate merely because a supplier charge has not yet appeared in your bank.

Related guides

• Record and Manage Expenses
• Complete the Daily Closing Report
• Track Outstanding Customer and Supplier Balances

Last reviewed: 12 July 2026