Budgets & recurring expenses

Expense budgets and recurring bills, watched without a spreadsheet.

Set a spending budget per category and branch, and see it go from on track to warning to over as real expenses post. Rent, subscriptions and other repeating costs enter themselves on schedule, and a missed run catches up.

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Budgets per category, branch and period
Measured against expenses actually posted
Warning threshold you choose
Recurring expenses daily, weekly, monthly or yearly

What is Budgets & recurring expenses in Flowyana?

Flowyana expense budgeting sets a spending limit for each expense category and branch, and shows whether it is on track, at warning or over, measured against expenses actually posted. Recurring expenses take care of the costs that repeat. Both are for small and mid-sized businesses in India, the UAE, Saudi Arabia and elsewhere that want to control spending without a separate budget spreadsheet.

A budget covers one category over a period you choose, such as a month, a quarter or the financial year. It is compared with real spending in the books, never a forecast, and refunds net off. Below your warning threshold, 80% by default, the category is on track; from the threshold to 100% it is at warning; past 100% it is over. Saving an expense that tips a category into warning or over shows a notice straight away.

Recurring expenses handle rent, utilities, internet and software subscriptions. You enter the cost once as a template, with its category, amount, tax and how it is paid, and Flowyana creates the expense each time it is due. A run that was missed catches up, and the same period is never created twice.

Both post into the same books as the rest of the business, by branch.

What it does

Budgets & recurring expenses, in practice.

Budgets per category

Set a ceiling for an expense category over any period: a month, a quarter or the financial year.

Per branch

Each branch can have its own budget for the same category, and each branch sees spending against its own.

Actual spending, not forecasts

Budgets are compared with expenses actually posted to the books in the period, with refunds netted off.

Three clear states

On track below your threshold, warning from the threshold up to 100%, and over once spending passes the budget.

Your own warning threshold

The warning starts at 80% by default; change it for any budget.

A heads-up while you spend

Saving an expense that takes its category into warning or over shows a notice, without blocking the save.

Recurring expense templates

Rent, utilities, internet, software and other repeating costs entered once and created on schedule.

Daily to yearly

Repeat daily, weekly, monthly or yearly. A template dated the 31st falls on the last day of shorter months.

Paid or on credit

A recurring expense can be paid by cash or bank, or booked on credit against a supplier, with tax kept separate.

Nothing missed

Due expenses are created every night. If a run was missed, the next one catches up every period, and you can run it yourself at any time.

Only need this module?

Get Expenses in the plans for the product you run — two or three plans per product, users and branches included. Add one more user or branch any time.

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How it works

Budgets & recurring expenses, step by step.

1
Set up categories
Make sure each kind of spending has its expense category.
2
Create budgets
For each category and branch, set the period, the amount and the warning threshold.
3
Add recurring templates
Enter rent, subscriptions and other repeating costs with their schedule and payment.
4
Let them run
Expenses are created as they fall due, and budgets update as spending posts.
5
Review
Check the budget page for warnings and the recurring list for what is due next.

In depth

A closer look.

Expense budgeting by category and branch

A budget belongs to an expense category and a branch, for a period with a start and end date. Its actual figure is the spending posted to that category’s account in the period, at that branch, with refunds netted off. The budget page shows each category’s progress, the amount used and its state. People limited to some branches only see spending at those branches.

Any period: month, quarter or year
Per branch
Actual posted spending, refunds netted
Progress per category

Warnings, not roadblocks

Budgets in Flowyana warn rather than block, so urgent spending is never stuck. The warning threshold is 80% by default and can be set per budget. When an expense is saved and its category moves into warning or over, a notice appears with the save. Spending at exactly 100% is still a warning; over means the budget has been passed.

On track, warning or over
Threshold per budget, 80% by default
Notice when saving an expense
Never blocks a save

Recurring expenses that create themselves

A recurring expense template has a name, an expense category, the amount before tax and the tax, a start date and a frequency: daily, weekly, monthly or yearly. It is either paid, with a payment method, or on credit to a supplier. Each night, templates that are due create their expenses, which post to the books like any other. The list shows the next due date, the last run and whether each template is active or paused.

Daily, weekly, monthly or yearly
Paid, or on credit to a supplier
Tax kept separate from the amount
Active or paused

Catch-up and safeguards

If expenses were not created for a while, the next run creates each missed period in turn, and the same period is never created twice. You can start the run yourself with Run sweep now. A monthly template dated the 31st falls on the last day of shorter months. A template on credit with no supplier is skipped, marked Needs payee, and its creator gets a notice.

Missed periods created on the next run
Never the same period twice
Run it yourself at any time
Needs payee flag for templates without a supplier

Who it’s for

Businesses that run on Budgets & recurring expenses.

Multi-branch retailers and restaurants

A monthly budget per branch for utilities, repairs and marketing, with warnings before a branch overspends.

Offices and agencies

Rent, internet and software subscriptions entered once as recurring expenses.

Trading companies

Quarterly travel and marketing budgets checked against what was actually posted.

Clinics and salons

Recurring rent and supplier contracts booked on credit, with budgets on consumables.

Growing businesses

A first budget for the financial year, without a separate spreadsheet to keep in step.

Questions

Asked about budgets & recurring expenses.

What is expense budgeting software?

Expense budgeting software sets a spending limit for a category over a period and shows how much of it has been used. In Flowyana budgets are compared with expenses actually posted to your books.

How do I set an expense budget in Flowyana?

Open Budgets, pick an expense category, set the start and end of the period and the amount, and choose the warning threshold, 80% by default.

Can each branch have its own budget?

Yes. Budgets are set per branch, so two branches can have different limits for the same category, and each sees spending at its own branch.

Does a budget stop people spending?

No. Budgets warn, they do not block. Saving an expense that takes its category into warning or over shows a notice, and the budget page shows the state.

What counts as actual spending?

Expenses posted to the books in the budget period for that category. Refunds posted back to the category reduce it. Planned or forecast amounts are not counted.

What is a recurring expense?

A cost that repeats on a schedule, such as rent, internet or a software subscription. In Flowyana you create a template once and the expense is created each time it falls due.

How often can recurring expenses repeat?

Daily, weekly, monthly or yearly. A monthly template dated the 31st falls on the last day of shorter months and returns to the 31st when it can.

What if the recurring run did not happen?

The next run creates every missed period, and never creates the same period twice. You can also press Run sweep now on the Recurring page.

Can a recurring expense be owed to a supplier?

Yes. Choose on credit and pick the supplier, and each expense is booked as owed to them. A template on credit with no supplier is skipped and its creator is told.

Can I pause a recurring expense?

Yes. Pause a template and it stops creating expenses until you make it active again.

Is there budgeting for small businesses in the UAE and India?

Yes. Budgets and recurring expenses work in your own currency for businesses in the UAE, Saudi Arabia, India and elsewhere, per branch.

One platform

Plays well with the rest.

Expenses shares its records with every other module you switch on — no connectors, no re-typing.

Expenses Accounting Accounting Expenses Reports Purchasing All features →

Put Budgets & recurring expenses to work.

Tell us what your business runs. We’ll show you this module live — on its own or alongside the rest — and recommend the plan that fits.

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