Budgets, categories and recurring expenses
Budgets provide a spending reference; recurring rules prepare repeated expense records. A budget alert is not a bank block, and a recurring rule does not prove that a supplier has been paid.
Reviewed 7 October 2026
Who this is for
Authorized accountants, regional managers and owners, according to the available action.
Before you begin
Agree categories, period, amounts and recurring schedules with the people responsible for spending.
1Set a budget and monitor it
- Open Expense budgets and choose the relevant category/scope and budget period offered by the form.
- Enter the approved amount, save and review spending/progress against the same period.
- Inspect the underlying expenses when a threshold is reached. Distinguish pending, approved and paid costs using the screen’s definitions.
- Adjust the budget only with business authorization and keep the reason in your management records.
The team can compare actual recorded costs with its agreed limit.
2Configure a recurring rule
- Open Recurring expenses and create a rule with description, amount, category, frequency and start date. Set an end date when appropriate.
- Choose payment method and review the auto-approval option carefully. Automatic approval is not automatic external payment.
- Save the rule and verify that it is active and scheduled as intended. Review generated expense records on the ordinary expense list.
- Edit or pause the rule when the agreement changes. Inspect already generated expenses separately; pausing future creation does not erase them.
Repeated records follow an explicit schedule and still receive the required financial review.
A practical example
A monthly rent rule creates the expected recurring cost. The bank transfer and its actual settlement still need to be checked and recorded; do not mark every future month paid in advance.
If something goes wrong
A recurring item appeared twice
Compare rule identity, period and manually entered expenses before creating another rule.
The budget number seems inconsistent
Check the period, scope/category and which expense statuses are included before changing the budget.
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