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.
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.
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.
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:
Expense Number - The expense number is best left alone, so it can be automatically generated by Invoice Ninja. The policies governing generated numbers can be found in Settings > Generated Numbers.
Vendor - Link the expense to a vendor by selecting an available vendor record from the list here.
Client - Link the recurring expense to a client by selecting an available client record. When creating an invoice from a recurring expense, the new invoice will also be automatically be assigned to this client.
Project - Assign a recurring expense to a project from the list. The projects list is filtered by projects assigned to the client, if one is chosen, and the appropriate client is automatically assigned when you select a project.
Category - Categories are optional, to help add another level of sorting to your expenses and recurring expenses. There are no default expense categories, so if you wish to make proper use of this field, you will have to create a list of expense categories in Settings > Expense Settings > Configure Categories.
Amount - The total cost per cycle of the recurring expense.
Tax - Select an applicable tax rate. Tax rates are configured by you in Settings > Tax Settings > Configure Rates.
Currency - Currency you pay your expense in, automatically populated with the default currency of the vendor assigned to the recurring expense.
Date - Initial date of the recurring expense initiated with your vendor.
Frequency - Specify the rate at which you are going to be billed for the recurring expense.
Start Date - Select a date to indicate the beginning of the billing cycle. Future bills will be based on the cycle frequency and start date.
Remaining Cycles - By default, "Endless" is selected. You may specify a number of cycles remaining before the billing stops.
Public Notes - Use this field to describe the recurring expense. When creating an invoice for a client from a recurring expense, the public notes are included in the line item description for the recurring expense.
Private Notes - The value of this field is only viewable by users of the admin portal, so you can use it to make notes to yourself and other coworkers about the recurring expense record.
Should be Invoiced - Enable this to mark a recurring expense as billable to a client. Recurring expenses with invoicing enabled can be included on client invoices, and when you create an invoice from a project that the invoicable expense is linked to. When a recurring expense record has invoicing enabled, it's lifecycle status will change.
Mark Paid - Enable this to indicate that your organization has last paid the vendor for the recurring expense.
Payment Type - Select the payment type your organization used to pay the vendor with.
Date - Enter the date your organization paid the vendor.
Transaction Reference - Enter a transaction reference code or number if applicable.
Convert Currency - If the recurring expense is billed in a currency other than your own default currency, enabling this allows you to set the currency you prefer to pay with, and an exchange rate, to calculate how much the recurring expense cost in your preferred currency.
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.
Add Documents to Invoice - Enable this feature to include any documents attached to a recurring expense, with the documents attached to the invoice when you create an invoice out of the recurring expense record.
Enter Taxes - Configure how the recurring expense is taxed to you in more detail.
By Rate or By Amount - Change between rate or amount to change the Tax field (under the details tab) from a percent based tax, to a custom flat tax.
Inclusive Taxes - Enable this option if the taxes are inclusive to the cost of the expense, rather than exclusive. For example: Exclusive tax is applied on top of the expense cost, like so: 100 + 10% = $110 total (100 + 10). Inclusive tax is when taxes are deducted from the amount the vendor bills you, and included in your expense amount, rather than tacked on top of what you pay the vendor, like so: 100 + 10% = $100 total (90.91 +9.09).