To set up an expense to automatically recur, you’ll need to navigate to the expense list in Crunch - you’ll find it within the ‘Expenses’ tab. Then select the ‘Expenses’ sub-tab.
This can be extremely beneficial for regular outgoing expenses that you pay as Direct Debits. In our example, we’ve used DropBox because it’s the same expense each month for the same amount, so automating this expense will save us administration duties and time.
We’ve got you covered by a quick clip below, or continue underneath for step-by-step guidance:
Note: You’ll need to create the first instance of the expense, however, you can use an existing expense if you have one already that you want to set.
Once you have an expense created that you'd like to automate, you'll then be able to then click ‘Set up recurring expense’ via the ‘Options’ button to the right of the expense, as shown below:
Once selected, you’ll see a ‘New recurring expense event’ form appear as a sidebar. From here, you can select exactly when you’d like the expense to recur.
In section 1 - Occurrence - If you wanted to set up a monthly expense, such as a Subscription Cost, simply set the ‘Repeat every’ drop-down to one. For fortnightly, choose to repeat ‘Weekly’ and then specify that the event repeats every two weeks.
With these settings and drop-down menus, you can customise exactly when you would like your event to occur, when you would like it to start, and when you want it to stop.
In section 2 - Create payment - you can choose whether the expense that will be created will be paid and if so, by what payment method.
Note: For recurring expenses, you can only choose to fully pay or not to pay the expense, and if you do pay the expense, you can only do so with one payment line.
Once you're happy with your event, click ‘Create event’, and on the start date, your expense will be created and appear in your expenses list with a small clock icon indicating the expense was created automatically by Crunch.
You can also click on the clock icon on any recurring expenses to edit the event which created it. For example, to change the date it’s created, or whether it’s paid or not.
Need to amend an event or expense template?
If you wish to change the template from which your new expense is created, e.g. the amount, you can navigate to the ‘Recurring expenses’ sub-tab, select ‘Options’ on the expense, then use the ‘Edit expense template’ option to make changes to things like “Expense Type” or “Payment Method”.
Alternatively, if you only wish to edit the frequency of the occurrence (month/weekly/yearly), you can simply select the ‘Edit Event’ option instead.
There are two aspects of a recurring expense which you can edit. The first is the event which creates your expense, and the second is the template from which the expense is created.
Edit recurring event:
To edit the event which creates your recurring expenses, you can either find an expense created by the event and click its clock icon, or you can navigate to the ‘Recurring expenses’ tab and click ‘Edit event’ in the ‘Options’ menu of the relevant event.
Either way, the ‘Edit recurring expense event’ form will appear, which allows you to customise exactly when you’d like your event to happen. For example, if you need to change a monthly event to occur every four weeks on a Thursday, simply specify the new end date and manually set the next occurrence.
If you wish to disable the event, you can do so here, or from the previous list. Disabling the event will stop any expenses from being created by the event for as long as it’s disabled.
Edit recurring expense template:
If you wish to change the template from which your expenses are created, navigate to the ‘Recurring expenses’ tab and click ‘Edit expense template’ from the ‘Options’ menu.
You should see a familiar-looking form where you can edit the supplier, line items, payment method, and a note of the expense that will be created by the associated event.
Note: Editing this template will not affect any existing expenses.
Simply make the changes you wish and hit ‘Update template’.
When the event next creates the expense, it’ll feature the changes you made.
Need some visual help?
Watch our video for Creating your Suppliers
- Watch our video for Creating your Expenses