Recurring Expense

Use this page to manage recurring expense rules — scheduled costs with amount, frequency, dates, payment method, and lifecycle (Active, Paused, Stopped). Rules generate rows on the Expenses ledger.

Open the screen: Sidebar → Expense Management → Recurring Expense

After you create a rule

The list has View and a status menu (Pause / Resume / Stop) only — no Edit button. When creating, a confirmation warns that rule fields cannot be changed later; use lifecycle actions instead.

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Recurring rules list

What it does

Shows rules for the selected restaurant with filters, status badges, and lifecycle actions.

Step-by-step

1. Open Expense Management → Recurring Expense.
2. Pick Restaurant.
3. Optionally filter by Status or Frequency.
4. Read the table columns.
5. Tap refresh (tooltip Refresh recurring expenses) — disabled without a restaurant.

Filters

Filter	What it does
Restaurant	Required. First outlet may auto-select on load.
Status	All, Active, Paused, or Stopped (default All)
Frequency	All, Daily, Weekly, Biweekly, Monthly, Quarterly, Yearly

Status badges (how the app derives them)

Badge	Meaning
Active	Rule is active and has no end date
Paused	Rule is inactive and has no end date
Stopped	Rule has an end date (scheduled end or manual stop)

What the table shows

Column	Meaning
Name	Rule name
Category	Linked expense category
Amount	Two decimal places
Frequency	daily, weekly, biweekly, monthly, quarterly, yearly
Next Due	Next due date from API or —
Status	Active / Paused / Stopped badge
Actions	View; ⋯ status menu (hidden when Stopped)

Row actions

Action	What it does
View (eye)	View Expense Rule (read-only)
⋯ menu	Resume, Pause, or Stop — invalid transitions are disabled

Stopped rules

Stopped rows hide the ⋯ menu. You can still View but cannot pause, resume, or stop again.

Common mistakes / FAQs

• “No recurring expenses found.” Pick a Restaurant or tap Add Expense Rule.
• Add Expense Rule disabled. Select a Restaurant first.
• Need to change amount or frequency. You cannot edit rule fields after creation — stop the rule and create a new one if needed.

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Add a recurring rule

What it does

Opens Create Expense Rule with four sections. On save, a confirmation appears first (see below).

Step-by-step

1. Tap Add Expense Rule.
2. Fill Basic Details → Recurrence Details → Payment & Settings → Additional Notes.
3. Tap Create Rule (Creating... while saving) or Cancel.
4. Confirm Before You Create a Rule — tap Yes or No.
5. On success: Recurring expense created successfully.

Create confirmation

Before You Create a Rule — For existing recurring rules, only Resume, Pause, and Stop status updates are allowed. Other rule fields cannot be updated later. Are you still ready to create this rule?

Basic Details

Field	Required?	What to enter
Expense Name	Yes	Max 150 characters (placeholder e.g., Monthly Rent)
Expense Category	Yes	Pick a category (None fails validation)
Supplier	No	None, existing supplier, or Create new supplier inline
Amount	Yes	Number > 0 (placeholder 0.00)

Recurrence Details

Field	Required?	What to enter
Frequency	No	Daily, Weekly, Biweekly, Monthly (default), Quarterly, Yearly
Interval	No	Repeat every N periods — must be ≥ 1 (default 1)
Start Date	Yes	Cannot be before today
End Date (Optional)	No	If set, must be after start date. Empty = runs until you stop manually

On-screen helpers:

• If you select an End Date, the rule auto-stops after that date.
• If End Date is empty, the rule continues until you stop it manually.

Payment & Settings

Field	Required?	What to enter
Payment Method	Yes	From your configured methods (new rules default to the first method)
Active Status	No	Switch for active on create

Additional Notes

Field	Required?	What to enter
Description	No	Optional textarea (placeholder Optional description)

Validation messages (examples)

• Name is required / Name must be 150 characters or less
• Expense category is required
• Amount must be a valid number greater than 0
• Start date is required / Start date cannot be before today
• End date must be after start date
• Interval must be 1 or greater
• Payment method is required

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View a rule

What it does

Read-only View Expense Rule with the same sections. Tap Close.

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Pause, Resume, Stop

What it does

Changes rule lifecycle from the ⋯ menu. Requires UPDATE on RECURRING EXPENSES.

Step-by-step

Action	When available	Result
Pause	Rule is Active	Recurring expense paused successfully.
Resume	Rule is Paused	Recurring expense resumed successfully.
Stop	Rule is not Stopped	Opens Stop Expense Rule dialog

Stop Expense Rule

1. Pick Stop Date (required).
2. Read warning — Once stopped, you will not be able to resume, pause, or stop this rule again from the list.
3. Tap Stop Expense (Stopping...) or Cancel.
4. On success: Expense rule stopped successfully.

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Inline supplier create

On Supplier, you may see Create new supplier — opens a supplier form on top of the expense dialog without leaving the page. On success: Supplier created toast and the new supplier is auto-selected.

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Permissions

What you need	Why
Recurring Expenses module permission	See the menu and list
CREATE	Add Expense Rule
UPDATE	Pause / Resume / Stop

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Related

• Expense overview
• Expense Categories
• Expenses