Documentation Index
Fetch the complete documentation index at: https://docs.keystn.com/llms.txt
Use this file to discover all available pages before exploring further.
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.
Recurrence Patterns
Keystone supports three recurrence patterns:
| Pattern | Behavior |
|---|
| One-Time | The expense is created once on the effective date. Useful for scheduled future expenses that you want to set up in advance. |
| Weekly | The expense repeats every N weeks, where N is the recurrence value. For example, a recurrence value of 2 means “every 2 weeks.” |
| Monthly | The expense repeats every N months. A recurrence value of 1 means every month; a value of 3 means quarterly. |
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
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:
Required Fields
| Field | Description |
|---|
| Employee | The employee this recurring expense is assigned to. |
| Amount | The dollar amount per occurrence. |
| Effective Date | The date the recurring expense begins generating expenses. |
Optional Fields
| Field | Description |
|---|
| Recurrence Pattern | Choose from One-Time, Weekly, or Monthly. Defaults to Monthly. |
| Every X | The recurrence interval. Defaults to 1. |
| Expiration Date | The date the recurring expense stops generating expenses. If left blank, it continues indefinitely. |
| Note | A description that will be copied to each generated expense (e.g., “Office rent” or “Software license”). |
Managing Recurring Expenses
The recurring expenses table displays all defined recurring expenses for your company.
Table Columns
| Column | Description |
|---|
| Employee | The assigned employee’s name |
| Amount | The dollar amount per occurrence |
| Pattern | The recurrence pattern and interval (e.g., “Monthly”, “Every 2 weeks”) |
| Effective Date | When the recurring expense starts |
| Expiration | When it ends, or “Ongoing” if no expiration is set |
| Note | The description |
| Actions | Edit and delete buttons |
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.
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.
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.
Common Use Cases
| Scenario | Configuration |
|---|
| Monthly office rent for an employee | Monthly, value 1, no expiration |
| Quarterly software license | Monthly, value 3, no expiration |
| Weekly marketing budget | Weekly, value 1, no expiration |
| One-time equipment purchase scheduled for next month | One-Time, effective date set to the purchase date |
| Bi-weekly phone stipend | Weekly, value 2, no expiration |
| Annual training fee | Monthly, value 12, no expiration |
| Temporary contractor cost for 6 months | Monthly, value 1, with an expiration date 6 months out |
