Schedule and manage a recurring bill

If you have a recurring monthly, quarterly, or annual bill, use the recurring bill feature to automatically create those bills, even if you need approvers.

Tip: Want to have the payment automatically debited for these recurring bills? See Resources at the bottom of this page on how to set up a vendor for Auto Pay!

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Schedule recurring bills

  1. Select Bills in the navigation menu
  2. Select the Recurring Bills tab
  3. Select New
  4. Enter the schedule information for the recurring bill:
    • Next Due Date: The due date for the next bill to be created for this vendor.
      • The Bill Date (GL Posting Date) is calculated based on the Due Date minus the vendor's Payment Terms. If there are no payment terms set for the vendor, the Bill Date will be equal to the Due Date
    • Create: How many days in advance the bill should be created By default this is set to 30, but any value between 1 and 365 is allowed
    • Frequency: How often the bill should be created
    • Ends On: The date this recurring bill will cease to be scheduled. Alternatively, select No End Date. The end date should be at least one day after the date that the last bill is created to ensure that the final bill is generated
  5. Enter the bill information:
    • Vendor: Select the vendor for the bill. Select an existing vendor, or select Add New to quickly enter a new one
    • Description: Open field to add information for others reviewing and/or paying the bill. This field isn't required, but providing information is good practice
    • Account: The account used for coding the bill
    • Amount: Enter the total bill amount if there are no splits, otherwise, select "+ More"
    • Line Items: For more splits/line items, select "+ More"
    • Description: More details about the line item
  6. Set up automatic payments (optional): Select this checkbox and a payment account if you'd like payments on the recurring bill to be automatically scheduled.
    • Note: If you select automatic payments, you won't be able to add approvers
  7. Enter Approvers (optional, and only if you don't select automatic payments):
    • Select the required approvers
    • To add more than two approvers, select + Add More Approvers
  8. Select Save

On the specified date, the recurring bill will be created with an invoice number that matches the bill due date. Any bills that are specified to be created today or earlier will be created within the next 30 minutes.


Calculate the recurring bill due date

  • When creating recurring bills, PayMaker calculates the Bill Date (GL Posting Date) based on the Due Date minus the vendor's Payment Terms
  • If there are no payment terms selected for a vendor, the Bill Date will be equal to the Due Date
  • To change the bill date, navigate to the vendor's page to edit the vendor's payment terms

Delete a recurring bill schedule

If you no longer a scheduled recurring bill, you can delete the schedule to stop the automatic creation of those bills. Any bills already created won't be deleted.

  1. Select Bills in the navigation menu
  2. Select the Recurring Bills tab
  3. Select Del on the row of the schedule you'd like to delete
  4. Select OK to confirm the deletion

Edit a recurring bill end date

If you need to change the end date for a scheduled recurring bill, you can edit the schedule to update the end date of the automatic creation of those bills. Any bills already created won't be deleted.

  1. Select Bills in the navigation menu
  2. Select the Recurring Bills tab
  3. Select Edit on the row of the schedule you'd like to update
  4. Edit the Ends On date
  5. Select Save to confirm the update

Restore a deleted recurring bill schedule

If you need to restore a scheduled recurring bill that you previously deleted, you can undelete the schedule to start the automatic creation of those bills again. If one or more scheduled creation dates have passed while the recurring schedule was deleted, those won't retroactively create. Manually create those bills if you need them.

  1. Select Bills in the navigation menu
  2. Select the Recurring Bills tab
  3. Select Undel on the row of the schedule you'd like to undelete
  4. Make necessary changes on the schedule and select Save

Things to know

  • Customers and billable settings aren't available on the recurring bill setup at this time. You can add customers and adjust billable line items by editing the bill directly, after the recurring bill is created.
  • Recurring bills don't include the automatic payment of the bills
  • If a document goes with a recurring bill, attach the document from the Inbox after the recurring bill is created
  • Recurring bills are usually created around midnight, the date of the creation date set for the recurring bill
  • If you enter the 31st for the next due date, we'll create the bill with a due date of the last day of any month with fewer days (For example: If you choose the 31st, the February bill dues date will be February 28)