Help / Purchases and banking

Set up recurring bills and recurring payments

Create repeating bills, such as rent or hosting, and repeating payments on a schedule.

Repeating costs can be set up once and generated automatically. Both live on the Recurring Invoices page, below the invoice templates: Recurring Bill Templates and Recurring Payments. (You reach the page from Sales > Recurring Invoices; see Set up recurring invoices for the full explanation of how schedules work.)

Recurring bills

1. Under Recurring Bill Templates click + New Template.
2. Enter a Template Name (for example "Monthly Hosting - CloudCo") and choose the Supplier.
3. Set Due (days after bill date), the Frequency (Weekly, Monthly, Quarterly or Yearly), Every, Starting and an optional Ends date.
4. Tick Post automatically (otherwise saved as draft for review) if the bills should be posted without a check.
5. Add the line items and click Create Template.

Each run creates a bill dated that day, with the due date set from your day count, using the next number in the bill series. Without auto-posting it is a Draft and you are notified to review and post it. Tax comes from the item's tax category; custom lines carry no tax. The table shows Next Run, Auto-post and Status, and offers Edit, Pause/Resume and Delete. Run due bills now generates anything due immediately.

Recurring payments

Use these for fixed amounts such as rent or a loan instalment.

1. Under Recurring Payments click + New Template.
2. Optionally give it a Name (for example "Monthly Office Rent").
3. Choose the Direction: Payment Out (money leaving) or Payment In (money received).
4. Choose the Party, the Amount and the Bank / Cash Account.
5. Set the Frequency, Every, Starting and an optional Ends date. Add a Payment Mode (optional), Reference Number (optional) and Notes (optional).
6. Click Create Template.

Each run records a payment for that amount on the day it runs. It is not tied to a particular bill, so allocate it yourself afterwards if needed. You must select a party and a bank or cash account and enter an amount above zero. Run due payments now generates anything due.

Good to know

• The schedule is checked once a day. A run that fails is tried again the next day.
• If your company requires approval for payments above a threshold, a recurring payment above it is sent for approval instead of being recorded. You receive a notification saying the payment requires approval.
• Payments made this way show in Payments like any other.
• Pausing or deleting a template does not remove bills or payments already created.