What this page is for
This page sets up a schedule that raises the same expense automatically, such as rent every month, or changes one already set up. The amount, category and settlement it carries are fixed on the schedule; only the frequency, dates, approval setting and active state govern how it runs.
Only people whose role can manage accounting see this page.
Fields
Category
Which expense category each expense this schedule raises belongs to.
Example: Rent.
Branch
Which branch each expense it raises belongs to.
Example: your only branch, or Head office.
Amount before tax
The cost excluding tax that every expense this schedule raises will carry.
Example: 45,000.00.
Tax
The tax that every expense this schedule raises will carry.
Example: 0.00 where rent carries no VAT (value added tax).
Currency
What each expense this schedule raises is stated in.
Example: KES.
Tax class
Decides whether the tax on each expense this schedule raises can be claimed back. Shown only where tax classes are set up.
Settlement
Whether each expense it raises starts as already paid or still owed.
Paid from
Shown only when Settlement is Paid: which account the money leaves each time.
Supplier
Shown only when Settlement is Unpaid: who is owed each time.
Example: your landlord.
Description
What every expense this schedule raises is for.
Example: Shop rent.
Every
How often the schedule runs, as a number.
Example: 1.
Unit
The unit Every counts in: day, week or month.
Example: Month.
Starts on
The date the schedule first raises an expense.
Example: 1 November 2026.
Ends on
The date the schedule stops, left blank to run indefinitely.
Hold each expense for approval
Off by default: each expense this schedule raises posts at once, for a fixed amount such as rent that needs no checking. Turn it on when someone should check the figure before it reaches the books.
Active
A paused schedule raises nothing until it is turned back on.
How to…
How to set up a schedule
- On Accounting → Expenses, press Recurring expenses, then press New recurring expense.
- Fill in the expense it will raise, exactly as for a one-off expense: Category, Branch, Amount before tax, Tax, Currency, Tax class, Settlement, then Paid from or Supplier, and a Description.
- Set Every and Unit, and the Starts on date; add an Ends on date if the schedule should stop by itself.
- Leave Hold each expense for approval off for a fixed cost, or turn it on for one that should be checked each time.
- Press Create schedule.
How to change a schedule
Open it from Recurring expenses, change what you need, and press Save changes.
Worked examples
Supermarket
Tumaini Supermarket sets up Category Rent, Amount before tax 45,000.00, Settlement Unpaid, Supplier its landlord, Every 1 Month, Starts on the first of next month, Hold each expense for approval left off.
Restaurant and bar
The Acacia Grill & Bar sets up a quarterly fire-extinguisher service: Category Repairs and maintenance, Every 3 Months, Starts on the service due date, Hold each expense for approval turned on, since the invoiced amount varies.