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Create Recurring Bills

You can create recurring bills in Zoho ERP to record regular expenses payable to your vendors automatically. This helps you save time, ensure bills are generated on schedule, and keep your accounts payable and financial records accurate.

Methods to Create Recurring Bills

Zoho ERP provides multiple ways to create recurring bills, making it easy to automate regular vendor expenses and keep your accounts payable accurate. The following methods are available to create a recurring bill:

  • Create recurring profile: Set up a new recurring bill profile from scratch to automate regular vendor payables. Child bills are automatically generated from a recurring profile according to the schedule.
  • Import: Bulk create recurring bills by importing data from a CSV, TSV, or XLS file.
  • Create from vendor details page: Quickly create a recurring bill profile directly from a vendor’s details page. This method automatically associates the recurring bill with the selected vendor, saving time.
  • Make an individual bill recurring: Convert an existing bill into a recurring bill for repeated use. Learn how to make a bill recurring.
  • Manually create child bills: Generate individual bills from a recurring profile manually, whenever needed. Learn how.
  • API: Use Zoho ERP API to programmatically create recurring bills.

Create a Recurring Bill Profile

You can create a recurring bill profile from the Recurring Bills module by filling in the vendor information, profile information, line items, taxes, and other information.

To create a recurring bill profile:

  • Go to Purchases on the left sidebar.
  • Hover over Bills in the Modules bar and select Recurring Bills from the dropdown.
  • Fill in the following details on the Recurring New Bill page:

Vendor Details

  • Vendor Name: Select the vendor for whom you’re creating the recurring bill profile. You can choose an existing vendor from the dropdown. If the vendor does not exist, you can create a new one directly by clicking + New Vendor from the dropdown. Once you select a vendor:
  • The vendor’s currency is shown next to the vendor name.
  • The billing address, GST treatment, GSTIN, and e-Invoice registration status of the vendor is automatically displayed. You can edit these details by clicking the Edit icon next to them if required.

Profile Details

  • Profile Name: Enter a name to identify the recurring bill.
  • Repeat Every: Select the frequency of the recurring bill.
  • Starts On and Ends On: Enter the recurring bill’s duration. If you don’t want the bill to expire, check Never Expires.
  • Accounts Payable: The account through which you’ll track the amount you owe vendors for the bills created.
  • Payment Terms: Select the payment terms agreed with the vendor. Based on the selected terms, the due date is calculated automatically. For example, Net 15 would mean you’ll have to pay the vendor within 15 days from the date when the bill is created. You can create new terms by selecting Configure Terms from the dropdown.

Item Table

  • Item Details: Select the item to be included in the bill.
  • Account: Choose the expense or asset account to which the item amount should be recorded.
  • Quantity: Enter the quantity of the item purchased from the vendor.
  • Rate: Enter the rate per unit of the item purchased from the vendor.
  • Discount: If discount is calculated at line-item level for the bill, enter the discount your vendor provided for each item.
  • Customer Details: Associate the bill item with a customer if the expense is billable or needs customer tracking.
  • Amount: The amount is calculated automatically based on the Quantity and Rate.

  • Click + Add New Row to add more rows to the item table.

Total

  • Discount: If discount is calculated at transaction level for the bill, enter the discount you received from your vendor.
  • Adjustments: Add rounding differences or additional adjustments if needed.

Other Details

  • Notes: Add notes related to the bill. These notes will appear on the PDF version of the bill.

  • Save the bill.

Edit Recurring Bills

You can make changes to the recurring bills in your organization by editing them. To edit an individual recurring bill:

  • Go to Purchases on the left sidebar.
  • Hover over Bills in the Modules bar and select Recurring Bills from the dropdown.
  • Select the recurring bill you want to update.
  • Click Edit at the top of the Recurring Bill’s Details page.
  • Make the required changes and click Save.

You can update the details of multiple recurring bills at once using Bulk Update. Here’s how:

  • Go to Purchases on the left sidebar.
  • Hover over Bills in the Modules bar and select Recurring Bills from the dropdown.
  • Select the recurring bills you want to update.
  • Click Bulk Update at the top of the Recurring Bill’s List page.
  • In the Bulk Update pop-up, select the field to be updated and enter the new value.
  • Click Update to save the details.
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