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Recurring purchases

Automate your recurring purchases

Recurring purchase software turns the subscriptions, utilities and regular supplier invoices you retype every month into entries that generate themselves — so your fixed costs are recorded, forecasted and never missed.

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The Invoice Office recurring purchases list showing each repeating supplier cost with its reference, cost category, subtotal, VAT, total and status

Stop re-keying, start automating

Total control over your fixed costs

Knowing your predictable expenditure is the first step to smart budgeting. Recurring purchases don’t just record history — they let you plan for what is already committed.

  • Set it once, then leave it

    Define the purchase once, set its Cycle, and the entries are generated for you from then on. No more typing the same subscription or supplier invoice in every single month. Recurring purchases are part of the Pro license.

  • Save hours of repetitive admin

    The time you spend re-entering identical expenses adds up quietly. Automating them gives that time back without you having to think about it again.

  • Fewer data entry errors

    Repetitive manual input is where typos come from. An automated entry is the same every period, so the numbers in your books are the numbers you agreed.

  • Accurate forecasting

    The recurring purchase dashboard gives you a Forecast, an Upcoming schedule and what is Scheduled this month — so rent, hosting and licences are seen coming rather than discovered as they land.

  • Never miss a payment

    Expiring soon flags the agreements running out, and a Cycle distribution shows how your commitments fall across the year — so nothing essential lapses because an invoice went unnoticed.

  • Better budgeting

    Total value and Top recurring by value give your monthly expense reports a solid foundation, because the fixed part of your spending is already recorded and accounted for.

What to automate

The costs that never change

If an expense arrives on a predictable schedule for a predictable amount, it should not be typed out by a person every period. These are the ones worth setting up first. It is the buy-side mirror of recurring invoices, and each entry it creates is an ordinary purchase.

Explore every feature

  • Subscriptions & software licences

    The tools your business runs on bill on the same date for the same amount every period. That is exactly the kind of cost that should never need typing twice.

  • Rent & utilities

    Rent and utility bills are the most predictable costs you have, and usually the largest. Recording them automatically keeps the biggest numbers in your forecast accurate.

  • Hosting & recurring services

    Hosting, domains and ongoing service agreements renew whether or not anyone is watching. Automating them means the cost is booked before the renewal, not after.

  • Regular supplier invoices

    Suppliers you buy from on the same terms every month belong here too — the purchase is created for you, against the right supplier, at the right interval.

How it works

Set it up once, in three steps

  1. Step 1Set up the purchase

    Create the purchase once against the right supplier, with the lines, amounts and tax rates the recurring cost actually carries.

  2. Step 2Choose the interval

    Pick the Cycle — Weekly, 2 Weeks, 4 Weeks, Monthly, 2 Months, Quarterly, Half yearly or Yearly — then set Create on and Create until to say when the schedule starts and when it should stop.

  3. Step 3Let it run

    The purchase entries are generated for you at each interval. Your fixed costs are recorded, your forecast is current, and nothing depends on someone remembering.

Recurring purchase questions, answered

How often can a recurring purchase repeat?
Eight repeating cycles: Weekly, 2 Weeks, 4 Weeks, Monthly, 2 Months, Quarterly, Half yearly and Yearly — plus Once if you want a single scheduled entry. Create on and Create until bound the schedule, so it starts and stops when you intend rather than running forever.
What is a recurring purchase?
A recurring purchase is a purchase you set up once and let repeat automatically on the Cycle you choose. Instead of entering the same subscription, utility bill or regular supplier invoice by hand every month, the entry is generated for you on schedule. It is part of the Pro license — without one the Cycle, Create on and Create until fields stay disabled and nothing is generated.
Which expenses should I automate?
Anything that arrives on a predictable schedule for a predictable amount: subscriptions and software licences, rent, utilities, hosting and domains, and supplier invoices you receive on the same terms every month or year.
How do recurring purchases save time?
You set the purchase up once and the entries are generated on the Cycle you defined. The repetitive part — retyping identical information every period — disappears, which is also where most data entry errors came from. An existing purchase can be duplicated straight into a recurring one, so a bill you have already registered does not need rebuilding.
Can I forecast my fixed costs?
Yes, that is much of the point. The recurring purchase dashboard carries a Forecast, an Upcoming schedule, what is Scheduled this month and what is Expiring soon — so you are looking at future liabilities such as rent, hosting and licences rather than only recording history.
Do recurring purchases help with budgeting?
Yes. The automated entries give your monthly expense reports a reliable foundation: the fixed, predictable part of your spending is already in the books, so what you are budgeting around is the variable part.
How is this different from a normal purchase?
A normal purchase is a one-off: you register a supplier invoice or receipt as it comes in. A recurring purchase is the same document set up to repeat on a schedule, so it is created for you rather than entered each time.

More answers in our FAQ and help center.

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