What are some common uses for the recurring expenses feature?
The Recurring Expenses feature in Accountable automatically records regular, fixed payments so you don't have to enter them manually every month. The most common use cases are listed below, followed by step-by-step instructions for setting one up.
✅ Typical use cases for recurring expenses
💼 Category | 📌 Examples |
Rent & Leasing | Monthly office rent, coworking space, company car lease |
Software Subscriptions | Accounting, design, or project management tools (e.g. Adobe, Notion) |
Insurances | Professional liability, device insurance |
Phone & Internet | Landline, mobile phone plan, cloud storage |
Membership Fees | Professional associations, chambers of commerce |
Maintenance Contracts | e.g. IT support, software service agreements |
1) Go to Expenses and add a new expense
Tap on Expenses in the left menu to open the expense overview.
Tap on Upload new expense at the top right.
📎 Upload your contract or invoice here.
2) Review the expense details
Make sure to check the following fields:
Supplier
Category
Amount
VAT rate
VAT return period
Optional fields, such as: "Why is there no VAT on this expense?"
3) Make the expense recurring
Click on the Make recurring button (next to the expense date).
4) Select the repetition frequency
Choose how often the expense should recur:
Monthly
Quarterly
Yearly
You can also:
Set an end date if the expense is not permanent.
Tick the Copy attachment checkbox if you want to use the same file for each recurrence. This is useful for contracts (e.g. rent) where no monthly invoice is issued. If you receive a new invoice each month, you can upload it later.
Click Continue to proceed.
5) Review your recurring expense
Double-check all entries.
If everything is correct, click Confirm.
✅ Once saved, a green checkmark appears on the recurring expense icon to confirm it was created successfully. Tap it to view or edit the recurring details.
6) Save
Tap Save in the bottom right corner to store the recurring expense.
7) Where can I find my recurring expenses?
To view all your recurring expenses, use the filter function in the expense overview.
🎥 Would you rather watch it live? In our Accountable Live webinar, we guide you step by step through the web version, from your first entry right through to your tax return. Register for the Accountable Live webinar.
Key takeaways
The Recurring Expenses feature automatically creates a new expense entry at the frequency you choose: monthly, quarterly, or yearly.
Typical uses include rent, software subscriptions, insurance, phone and internet bills, and maintenance contracts.
Use the Copy attachment option for contracts that do not come with a new invoice each period.
Set an end date if the expense has a fixed duration, or leave it open for ongoing costs.
Find all your recurring expenses at any time using the filter function in the expense overview.
Need help? Chat with us or email support@accountable.eu, we're happy to help.