Recurring Expenses
Automate tracking of regular business costs like rent, subscriptions, and utilities.
Overview
Recurring expenses work like recurring invoices but for costs. Set up a template and let MyCompanyDesk create expense records automatically.
Common use cases:
- Office rent
- Software subscriptions
- Insurance premiums
- Utility bills
- Lease payments
Creating a recurring expense
- Go to Recurring Expenses > New
- Fill in the template:
- Description — What the expense is for
- Amount — The recurring cost
- Category — Expense category
- VAT rate — Applicable VAT
- Frequency — Weekly, monthly, quarterly, or yearly
- Click Save
More options
The new recurring-expense form keeps optional details behind More options. Notes sit there by default; expand the section when you want to add them.
Frequency options
| Frequency | Description |
|---|---|
| Weekly | Every 7 days |
| Monthly | Same day each month |
| Quarterly | Every 3 months |
| Yearly | Once per year |
Managing recurring expenses
Pause / Resume
Toggle automatic generation on or off. Pausing stops new expense creation; resuming continues from the next scheduled date.
Edit
Changes to the template affect future expenses only. Existing expenses are not modified.
Delete
Remove the template. Previously generated expenses remain in your records.
Generated expenses
Each generated expense:
- Matches the template's amount, category, and VAT settings
- Is dated to the scheduled occurrence date
- Can be edited independently after creation
What happens if my plan changes?
Recurring expenses are part of the Office plan. If you upgrade from Desk to Office, scheduled generation starts from the next due date. If you downgrade from Office to Desk, generation pauses automatically, including any due digitalocean alarms; existing templates and previously generated expenses stay in your workspace, and generation resumes when you upgrade again.
Tips
- Review your recurring expenses periodically to catch cancelled subscriptions
- Link recurring expenses to projects for accurate project costing
- Use categories consistently for meaningful reports