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

The Recurring Expenses module, located in the left-hand navigation menu, displays a table view of all available expense records. You can sort and filter the records by using the options at the top and bottom of the table. The Columns button allows you to add or remove columns, and the filter and status buttons allow you to change the visible records. Each entry in the table has a kebab menu that provides options for managing the record, such as editing and cloning.

Viewing a Recurring Expense

To view a recurring expense record, simply click on it from the table. The preview panel will appear, where you can edit the record using the "Edit" button or manage it using the kebab menu. The options include cloning or deleting the record. You also have the option to Start/Stop the recurring cycle of billing and clone the record to a new recurring expense. The "Clone to Recurring" button will create a new recurring expense record with the same details as the original, allowing you to make changes before saving.


The overview tab of the recurring expense record displays the total cost and state of the expense at the top. Interactive buttons in a list allow you to view the linked vendor, client, project, user, and invoice. Public and private notes are distinguished by a lock icon for private notes and an "i" in a circle for public notes. The bottom of the tab shows the start date, frequency, remaining cycles and last payment date of the recurring expense.


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:




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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