Recurring Expenses automatically manage the bills and business expenses that occur on a regular schedule.
Instead of creating the same expense every week or month, Peach Suite Pro can remind you, automatically post the expense to your Expense Report, or do both.
Recurring Expenses help ensure routine business costs are never forgotten while keeping your financial records accurate.
How It Works:
Each recurring expense contains:
• Expense Name
• Vendor
• Expense Category
• Payment Method
• Amount
• Frequency
• Start Date
• Optional End Date
• Processing Method
On the scheduled date, Peach Suite Pro determines what action should be taken based on the Processing Method you selected.
Processing Methods
Auto-post + Coach Alert
Peach Suite Pro automatically creates the expense in your Expense Report and Coach Peach lets you know the transaction was recorded.
Example:
Every Thursday your spa room rent is charged to your business debit card.
Coach Peach may say:
"Your weekly Spa Room Rent has been automatically recorded in today's expenses."
Auto-post Silently
The expense is automatically added to your Expense Report without displaying a Coach notification.
This option is useful for predictable charges that require little attention.
Examples include:
• Software subscriptions
• Internet service
• Business insurance
• Website hostin
Reminder Only
Coach Peach reminds you the expense is due, but does not create the expense.
This option is ideal when:
•the amount changes
•the payment date varies
•you want to verify the charge before recording it
Example:
"Your utility payment is due today. Once paid, record the expense."
Frequencies
Recurring expenses can repeat:
• Weekly
• Monthly
• Quarterly
• Annually
The next processing date is automatically calculated after each successful occurrence.
• Start and End Dates
• Start Date
• The first day the recurring expense becomes active.
• End Date
• Optional.
After the End Date passes, the recurring expense automatically stops creating future occurrences.
Payment Health
Each recurring expense displays its current processing status.
•On Schedule
•Everything is operating normally.
•Due Today
The expense is scheduled to process today.
•Past Due
The expense should have processed but has not yet been completed.
•Processing Failed
Peach Suite Pro attempted to process the expense but encountered an issue.
•Next Occurrence Skipped
The next scheduled occurrence has been intentionally skipped.
•Not Scheduled
The recurring expense is currently inactive.
•Operating Status
•Active
The recurring expense is currently being monitored.
•Paused
Processing has been temporarily suspended without deleting the recurring expense.
•History
Every scheduled occurrence is recorded in the expense history.
The history includes:
•Processing date
•Amount
•Status
•Any processing errors
•Linked expense record (when applicable)
This provides a complete audit trail of every recurring transaction.
Coach Peach Integration
Coach Peach continuously monitors recurring expenses.
Depending on your settings, Coach Peach may:
•remind you an expense is due
•notify you when an expense has been automatically recorded
•alert you if processing fails
•notify you when an expense becomes overdue
Examples
•Weekly Spa Room Rent
•Frequency: Weekly•Processing: Auto-post + Coach Alert
•Every Thursday, Peach Suite Pro records the rent expense and Coach Peach confirms it has been posted.
•Monthly Internet Service
•Frequency: Monthly
•Processing: Auto-post Silently
The expense is recorded automatically each month without interruption.
Quarterly Sales Tax Payment
Frequency: Quarterly
Processing: Reminder Only
Coach Peach reminds you when payment is due so you can verify the amount before recording the expense.
Best Practices
Use Auto-post only for expenses that are consistent in amount and timing.
Use Reminder Only when the amount varies from month to month.
Review your recurring expenses periodically to ensure payment methods, vendors, and amounts remain current.
Pause a recurring expense
Related Topics:
Expenses
Add Expense
Pages:
Recurring Expenses HomeExpenses Home
Add Recurring Expense