Recurring Expenses
A recurring expense is an expense that PMSuite generates for you on a repeating schedule instead of you re-entering it every period. You fill in the same details you would put on a normal expense, add a Billing Frequency and a Total Count, and PMSuite creates a new expense entry each cycle — useful for rent, subscriptions, retainers and other predictable costs.
Who can use it
Company Admins. Access is governed by the Finance module permissions in Settings → Roles & Permissions — if a team member cannot see Recurring Expenses, check their role there first. Recurring Expenses sits in the Finance module under the Spending navigation group, alongside Expenses and Credit Notes.
Prerequisites
- An expense category to classify the expense under.
- A bank account (optional) if you want the generated entries linked to a specific account. Bank accounts are set up under Finance → Bank Account (
/account/bankaccounts). - A project (optional) if you want the generated entries attributed to project work.
How to Access
Sidebar → Finance → Spending → Recurring Expenses. Expenses themselves live at /account/expenses, and Recurring Expenses is the repeating counterpart in the same Spending group.
Fields on a recurring expense
A recurring expense uses the same field set as a regular expense, plus two scheduling fields.
Expense fields
| Field | Description |
|---|---|
| Item Name | What the expense is for. |
| Currency | The currency the amount is recorded in. |
| Exchange Rate | Rate used to convert to your default currency. |
| Price | The amount for each occurrence. |
| Purchase Date | The date of the expense. |
| Employee | The team member the expense belongs to. |
| Project | The project to attribute the expense to. |
| Expense Category | The category the expense is classified under. |
| Purchased From | The vendor or supplier. |
| Bank Account | The account the expense is paid from. |
| Description | Free-text context. |
| Bill upload | Attach the receipt or bill file. |
Recurrence fields
| Field | Description |
|---|---|
| Billing Frequency | How often the expense repeats (Daily, Weekly, Monthly, and so on — the same frequency options used by recurring invoices). |
| Total Count | How many expense entries to generate. Enter a positive number for a fixed number of occurrences, or -1 for infinite — the recurrence then has no end date and keeps generating until you stop it manually. |
Creating a recurring expense
- Go to Finance → Spending → Recurring Expenses.
- Start a new recurring expense.
- Fill in the expense fields (Item Name, Price, Currency, Category, and the rest — see the table above).
- Set the Billing Frequency for how often it should repeat.
- Set the Total Count — a fixed number of occurrences, or
-1for an open-ended recurrence. - Save. PMSuite generates the expense entries on the schedule you defined.
Effect on other features
- Expenses list: Generated entries appear in the normal Expenses list at
/account/expensesand can be edited, exported or deleted like any other expense. - Currency conversion: Amounts recorded in a foreign currency are converted to your company's default currency for Finance dashboard and report totals, using the Exchange Rate on the entry.
- Bank accounts: Entries recorded against a bank account are reflected in that account's activity.
- Expense status: Generated entries carry the standard expense statuses — Approved, Pending, Rejected — so an approval step still applies where your company uses one.
Limitations
- Fixed amount per cycle. A recurring expense repeats the amount you saved on it; it will not adjust itself when the real cost changes. Workaround: edit the generated expense entry for the affected period, and update the recurring expense so later cycles use the new amount. For costs that change every period, record them as one-off expenses instead.
- No end date field. The recurrence is bounded by Total Count, not by an "end on" date. Workaround: count the number of periods you need and enter that as the Total Count, or use
-1and stop the recurrence yourself when the commitment ends. - Currency is per recurring expense. One recurring expense records in one currency. Workaround: create a separate recurring expense per currency, and rely on the exchange-rate conversion for consolidated reporting.
Troubleshooting
The recurrence never stops.
Check the Total Count. -1 means infinite — it keeps generating until you stop it. Set a positive count, or stop the recurring expense when you no longer need it.
A generated expense has the wrong amount. Edit that generated expense directly to correct the recorded figure, then open the recurring expense and correct the Price so future cycles are right too.
A foreign-currency amount looks wrong in dashboard or report totals. Totals are converted to your default currency. Check the Exchange Rate and Currency on the entry — an incorrect rate on the source record is the usual cause of a converted total that looks off.
An entry is missing from the Expenses list. Confirm the expense wasn't deleted, and check the filters applied to the Expenses list — an active filter can hide an otherwise valid entry. Clear the filters and look again.