Recurring Expenses

The Recurring Expenses module enables you to schedule repeated expense reports in a similar fashion to recurring invoices. You can use this to automatically generate records for your organizations subscription services, or regular supply purchases.

Note that at the time of this writing (Oct/01/2021), recurring expenses can be linked to projects and clients, but invoicing a recurring expense has not yet been implemented. Further development of the recurring expenses module is expected in the near future.

Recurring Expenses Module View

When you select the Recurring Expenses module from the navigation menu on the left hand side of the screen, by default you will be taken to the table view listing and sorting all available expense records.

From the table view you can sort recurring expense records by the various columns at the top of the table. With the Columns button in the bottom right of the table view, you can add/remove columns from the table. You can use the filter and status buttons in the bottom left to change visible records listed. A kebab menu to the left of each entry in the table shows a list of available management actions you can take against a recurring expense record, such as editing, and cloning to a new expense or recurring expense record.

Viewing a Recurring Expense

Simply click on an entry from the table to view the preview panel for that recurring expense record.

You can use the "Edit" button at the top of the preview panel to edit the expense record. You can use the kebab menu in the top right corner of the panel to see a list of management actions that can be taken against the recurring expense record, cloning the expense record, or deleting it. At the bottom of the expense preview panel, you will find two buttons to "Start" or "Stop", and "Clone to Recurring". Start and Stop will pause, and unpause a recurring expense, preventing or enabling the continuing cycle of billing. Clone to Recurring will create a new recurring expense record with the same details as the original, and give you an opportunity to edit those details before saving.

Overview

Here you can see the total cost of the recurring expense, and the state of the expense at the top. Multifunctional interactive buttons in a list will connect you to the vendor, client, project, user, and invoice that are linked to the recurring expense record. Public and private notes appear highlighted, prefixed by a lock icon to indicate a private note, or a small "i" in a circle to indicate a public note. The bottom of the overview tab displays the recurring expense's start date, frequency, remaining cycles, and information about when the last payment was reported.

Documents

The Documents tab supports uploading files such as documents, pictures, and more to allow you to share them with the client when attached to an invoice (when enabled) or with other users of the admin portal.

Schedule

A simple list of future dates for the cycle of the recurring expense is shown here.

Creating and Editing a Recurring Expense

In the desktop layout, editing or creating a recurring expense will take you to a new screen with all available fields displayed at once. In the mobile layout, editing or creating a recurring expense will open another screen with tabs, organized similar to how they appear in the desktop layout, as described below:

Details

Notes

Settings

Note that when you view your reports, recurring expenses will be categorized by the currency of the expense/vendor, not the currency selected under "Convert Currency". If you wish to consolidate your profit and loss totals under one currency, you should select your own currency for each recurring expense, and use the converted amount for the expense amount, leaving any reference to a foreign currency out of the record's details.

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