Recurring Expenses

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Overview

A recurring expense is a template for a repeating cost. It specifies an employee, an amount, a recurrence pattern, and an effective date range. The system automatically creates individual expense records at the defined intervals, each linked back to its parent recurring expense so you can trace where it came from.

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Recurrence Patterns

Keystone supports three recurrence patterns:

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Recurrence Value

The recurrence value controls the interval between occurrences. It defaults to 1, meaning the expense occurs every single period (every week or every month). Setting it to a higher number spaces out the occurrences:

• Weekly with value 1 = every week
• Weekly with value 2 = every other week
• Monthly with value 1 = every month
• Monthly with value 3 = every quarter
• Monthly with value 6 = twice a year

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Creating a Recurring Expense

On the Expenses page, navigate to the Recurring Expenses section and click Add Recurring Expense. A dialog will open with the following fields:

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Required Fields

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Optional Fields

Click Create to save the recurring expense.

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Managing Recurring Expenses

The recurring expenses table displays all defined recurring expenses for your company.

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Table Columns

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Editing a Recurring Expense

Click the pencil icon on any row to open the edit dialog. All fields can be modified. Changes take effect for future expense generation — expenses already generated from the previous configuration are not retroactively changed.

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Deleting a Recurring Expense

Click the trash icon on any row to delete a recurring expense. A confirmation dialog will appear. Deleting a recurring expense stops future expense generation but does not remove expenses that were already generated from it.

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How auto-generation works

The system checks whether the effective date has been reached, whether the expiration date has passed, and then creates the next occurrence based on the pattern. Each generated expense is linked back to the parent recurring template, so you can identify auto-generated expenses and trace them to their source.

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Common Use Cases