How to Use Expense Templates and Recurring Schedules

Where to find templates and recurring schedules

Go to Accounting → Expenses and click the Templates tab near the top of the page. The page has two sub-tabs:

• Templates, saved expense blueprints you can apply when creating a new expense
• Recurring, automated schedules that generate new expenses on a set frequency

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Creating a template

A template saves the details of an expense so you can reuse them without re-entering everything each time.

From a draft expense:

1. While creating or editing an expense, open the overflow menu and click Save as Template.
2. Give the template a name and confirm.

From the Templates page:

1. Click + New Template.
2. Fill in the template details: vendor, GL account, line items, payment account, and any default labels.
3. Click Save Template.

Templates do not include the expense date or invoice number, those are filled in each time you use the template.

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Using a template when creating an expense

1. Click + New Expense.
2. At the top of the Create Expense drawer, click Apply Template and select the template from the list.
3. The drawer pre-fills with the template's details. You can still edit any field before submitting.

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Creating a recurring schedule

A recurring schedule automatically generates a new expense at a set interval and submits it for approval.

1. Go to the Recurring tab on the Templates page.
2. Click + New Schedule.
3. Fill in:
   • Template to use, choose an existing template, or the schedule will use the details you enter here.
   • Frequency, Weekly, Bi-weekly, Monthly, Quarterly, Semi-annual, or Annual.
   • Start date, the date the first expense should be generated.
   • End date (optional), leave blank for an ongoing schedule.
4. Click Save Schedule.

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Making an expense recurring from the create/edit drawer

1. When creating or editing a draft expense, tick the Make this recurring checkbox.
2. Choose the frequency and start date.
3. A schedule is created automatically when you save the expense.

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Board approval on recurring schedules

If the recurring expense amount exceeds your property's board approval threshold, the board is asked to vote once when the schedule is first created. Subsequent auto-generated expenses skip the board vote unless you later change the amount, vendor, or GL account on the schedule, which triggers a fresh board vote on the next run.

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Schedule automation options

Each recurring schedule has two optional automations (shown as toggles):

• Auto-create service ticket, when the expense is generated, a linked service ticket is also created in Maintenance & Operations. (Coming soon)
• Auto-send work order, a PDF work order is emailed to the vendor before the expense is generated. (Coming soon)

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Managing existing schedules

From the Recurring tab:

• Pause a schedule using the toggle switch, no expenses are generated while paused.
• Edit a schedule to change the frequency, amount, or vendor.
• Run now, generates an expense immediately regardless of the next scheduled date (useful for testing).
• Delete, permanently removes the schedule. Expenses already generated are not affected.

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Automatic deactivation

A recurring schedule is automatically deactivated if it fails to generate an expense three times in a row (for example, if the associated vendor is deactivated). You are notified by email and can reactivate the schedule after resolving the underlying issue.