Setting Up Repeating Expense Invoices

  • Updated

This article will walk you through automating your billing process by setting up Repeating Expense Invoices. By doing so, you can save time, reduce manual errors, and ensure consistency in your expense management. We'll cover how to create these invoices, customize them, and also update important details such as BPAY information for our Australian customers.


Initial Setup of Repeating Expense Invoices

Follow these steps to start automating your billing for regular expenses:

  1. Navigate to the Income & Expenses menu.
  2. Select Repeating Expenses.
  3. Click New Repeating Expense Invoice.



Customizing Your Invoice Template

Customize your repeating invoices with the following steps:

  1. Determine the frequency under Repeat Every and schedule the start and due dates of the invoices.
  2. Choose the approval status: draftawaiting approval, or approved.
  3. If relevant, link the invoice to the appropriate property and tenancy. Default ledgers can be applied automatically when a property is chosen.
  4. Select the creditor, provide references, and other essential details like description, amount, and accounting code. Attach an invoice copy if necessary.


What Happens After Setting Up?

Once you have set up your Repeating Expense Invoices, here's what to expect:

  • They will appear in the draft invoice list for editing variable charges.
  • Invoices will be sent automatically if set as Approved and the Email approved invoices option is active.


Updating BPAY Details for Repeating Expense Invoices

To keep your Repeating Expense Invoices up-to-date with the correct BPAY details, follow these steps:

  1. Find the invoice needing updates and enter Edit mode by clicking the Repeating Expense number.
  2. Validate that the Related Area field indicates the correct area if linked to an Area.
  3. Inspect the BPAY CRN and Biller Code fields; they should auto-fill if linked correctly.
  4. If missing, check the Related Property and From fields and input the BPAY details manually if necessary.
  5. Save your changes.

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