Recurring expenses
Recurring expense templates for Estonian company bills that repeat — rent, hosting, subscriptions — generated as drafts on schedule, ready to finalise.
Office rent, software subscriptions, hosting, the accountant — most companies have a handful of bills that arrive on the same schedule with the same amounts. A recurring expense template records that bill once and then creates it for you on schedule, so the books stay current without anyone retyping the same invoice every month.
You'll find them under Expenses → Recurring Expenses in the sidebar.
Creating a template
There are two ways in:
- From scratch — go to Recurring Expenses and click New Recurring Expense.
- From an existing expense — open any expense you've already recorded and choose Make Recurring. The supplier, lines and amounts carry over.
A template holds everything a future expense needs:
| Field | Notes |
|---|---|
| Template name | For your own reference, e.g. "Monthly Office Rent" |
| Supplier | Picked from your suppliers list |
| Frequency | Weekly, bi-weekly, monthly, quarterly or yearly |
| Next date | When the next expense will be generated |
| End date | Optional — leave blank to run indefinitely |
| Line items | Description, amount excluding VAT, tax code and expense category per line |
| Currency, reference, notes | Same fields as a one-off expense |
The form shows estimated totals — subtotal, VAT and total — as you build the lines.
What gets generated
On each scheduled date, Arvello creates a draft expense from the template and advances the next date. Drafts behave like any other draft: you can adjust the amounts if this month's bill differs, attach the actual invoice, and then finalise — only finalised expenses post to your accounts and count towards VAT (see Purchase invoices).
If you don't want to wait for the schedule, Generate Now creates the next draft immediately and moves the schedule along.
Editing, pausing and stopping
- Edit a template at any time — changes affect future expenses only.
- Pause stops generation without losing the setup; Resume picks it back up on the next scheduled date.
- Delete removes the template permanently. Expenses already created from it are untouched.
- Or set an end date and let the template retire itself.
A template or a reconciliation rule?
Both deal with repeating costs, so it's worth knowing which does what. A recurring template creates the expense in your books ahead of (and regardless of) payment — complete with VAT lines and a due date, which matters when you want the input VAT claimed and the liability visible from the day the bill exists. A reconciliation rule works from the other end: it waits for the payment to appear in your bank feed and categorises the transaction when it arrives, which suits charges that only ever exist as bank transactions — card fees, small direct debits — where a full supplier invoice would be ceremony. See Reconciliation rules.