Set up recurring bills
Auto-generate monthly or quarterly bills for predictable costs — rent, software subscriptions, retainers — so accounts never miss a scheduled expense.
A recurring bill is a template that auto-generates a DRAFT bill on a schedule. Think of it as a subscription record: define it once, and every month (or quarter) the system produces a draft bill ready for Accounts to review and submit.
When to use recurring vs manual
- Recurring — predictable, same amount and vendor each cycle: office rent, cloud bill, retainer, security services.
- Manual — variable amounts, one-off purchases, project-specific bills: material receipts, legal invoices.
Create a recurring template
Step 1: Open CRM → Purchases → Recurring bills
Click New template.
recurring-bills-01.png
Step 2: Pick the vendor
Vendor's default terms populate.
Step 3: Set the schedule
Pick Frequency (Monthly, Quarterly, Half-yearly, Yearly), Day of cycle (e.g. 1st of each month) and Start date.
Step 4: Add line items
Line items, GST and totals are copied into every generated bill.
Step 5: Save and activate
Only ACTIVE templates generate drafts. Save as inactive if you want to pre-stage without firing yet.
Review upcoming drafts
Step 1: Open Recurring bills → Upcoming
Shows the next 7 days of drafts the worker will generate. Edit the template to shift dates before they fire.
Review generated drafts
Step 1: Open CRM → Purchases → Bills (filter: Status = Draft)
Each cycle, the worker creates a DRAFT bill against the template. Review the draft, attach the actual vendor invoice scan, submit for approval.
What's next
- Bills — the regular bill-approval flow.
- Payments made — settling bills generated from templates.