Repeating expense invoices can be used for any kind of regular expense.

To add a new repeating expense invoice:

  • Click Income and Expenses on the green main menu;
  • Click the Repeating Expense heading;
  • Click New Repeating Expense Invoice;
  • Select the Company.

Filling in the invoice template

  1. Set how often this invoice should repeat;
  2. Set the next due date, this must be in the future;
  3. Set how the due date will be calculated;
  4. Optional, set an end date;
  5. Select a status from Draft, Awaiting Approval and Approved. 

The draft is handy when charges vary but you want a reminder of who to raise charges for, for instance with metered power.  

The invoices generate to the draft invoice list where you can add the pricing and approve them;

Tick Email approved invoices if the status is Approved, and the invoices will be automatically emailed;

Fill in invoice details as usual Expense Invoice

  • Select a Related Property, if there is one;
  • Select a Related Tenancy, if there is one;
  • Enter who the invoice is From;
  • Optional, add a Reference, bear in mind that this will be re-used for each occurrence of the invoice, so should be generic with no dates included;
  • Select if amounts are entered including or excluding tax;
  • Add a description, quantity, price, and income account code;
  • The Tax Type will automatically fill in when the account code is selected;
  • The Ledger or Xero property tracking category will be automatically selected based on the related property, if required, this can be changed;
  • Add as many lines as required;
  • Optional, attach documents;
  • Save.