Recurring expenses

Recurring lists expenses that repeat, such as subscriptions, with an estimated monthly total for each currency. Weekly, quarterly and yearly amounts are averaged to a month for that total.

Set one up

Choose + Add recurring expense. Enter the merchant, amount and currency, how often it repeats (weekly, monthly, quarterly or yearly) and the first date. A category, payment method, project, Contact, description and whether it is reimbursable are optional. Choose Add recurring expense.

A monthly rule keeps the day it started on and falls on the last day of a shorter month, so a rule that starts on 31 January falls on 28 February and then 31 March.

Confirm each draft

On each date, Magpie creates a draft expense with the rule's details. Drafts are created when someone opens Expenses: your own rules when you open it, and the whole team's when an admin does. When dates were missed in between, a draft is created for each of them, up to a fixed number at a time.

A draft is not counted in lists, totals, reports, exports or invoices, and cannot go on an expense report. Drafts to confirm are listed at the top of Recurring and under Needs attention on Overview. Change anything that differs this time on the draft, such as the amount on a utility bill, then choose Confirm to make it an expense, or Discard to delete it.

Change, pause or delete a rule

The merchant, amount, currency, how often it repeats and the next date save as soon as you change them on Recurring. A currency change applies to the drafts the rule makes from then on; drafts it already made keep theirs.

Pause stops a rule creating drafts and keeps its date; Resume starts it again. Delete stops it for good and keeps the drafts it already made. Only the person who set up a rule can change it. An admin sees the team's rules.

For more help, Contact support.