Guides Expenses Setting up recurring expenses in Keepr

Setting up recurring expenses in Keepr

Log a repeating business cost once and let Keepr add it to your books every week, month or year.

Updated 29 May 2026 5 min read
On this page
  1. Set one up from the expense form
  2. Schedule options
  3. A worked example
  4. Starting in the past (backfill)
  5. How Keepr generates each copy
  6. Managing your schedules

To set up a recurring expense in Keepr, add an expense as normal - then flip the Repeat this expense? toggle to Yes. Pick a start date and a recurrence (for example, every month), then save. Keepr saves the schedule and logs each new copy automatically, with the same title, amount, tax and category.

Recurring expenses are a Pro feature. On the free plan the Repeat this expense? toggle is hidden - upgrade to Pro to use it. See Pricing for what Pro includes.

Set one up from the expense form

If you've never recorded an expense before, see How to record an expense first.

  1. Click + Add new... in the sidebar and choose New Expense.
  2. Fill in the four required fields under Expense Details: Title, Category, Amount and Date. The values you set here will be reused on every future copy.
  3. Pick a Tax rate if the cost has VAT or another tax on it. Keepr works out the tax amount for you.
  4. Find the Repeat this expense? toggle and flip it to Yes. Three new fields appear: Start date, Recur every and How many times.
  5. Set Start date to when the first copy should be logged, pick a Recur every interval (for example, 1 month), and leave How many times blank for an open-ended schedule (or type a number to cap it).
  6. Click Save as normal. Keepr does two things in one go: it logs this first expense and starts the recurring schedule. The expense you just saved is the first one in the series.
Want to stop the schedule later? Open any expense in the series, flip Repeat this expense? back to No, and save. The schedule is paused (not deleted) - already-logged expenses stay exactly as they are, and you can resume by flipping it back to Yes.

Schedule options

The Recur every dropdown covers everything from a weekly travel pass to a multi-year licence:

IntervalTypical use
1 week, 2 weeks, 3 weeksTravel passes, regular delivery rounds.
1 month, 2 months, 3 months, 6 monthsSoftware subscriptions, office rent, insurance instalments.
1 year, 2 years, 3 yearsAnnual licences, domain renewals, professional memberships.

How many times is optional. Leave it blank for an open-ended schedule that runs until you turn it off. Type a number (for example, 12) to cap the run after that many copies.

A worked example

You pay £55 a month for Adobe Creative Cloud. Add a new expense: title Adobe Creative Cloud, category Software, amount £55.00, today's date.

Flip Repeat this expense? to Yes. Set Start date to today (or the date your subscription renews), Recur every to 1 month, and leave How many times blank. Save.

Every month from now on, Keepr logs a fresh £55 Adobe expense for you. It shows up in your expense list, your Profit & Loss report and your tax estimate automatically - no copy-paste, no missed months.

Starting in the past (backfill)

If you pick a Start date that's already gone, Keepr generates the missing copies straight away so your records line up. The form shows a heads-up panel under the date when this is about to happen: "Since you've chosen a past date, Keepr will automatically generate all missed expenses to keep your records accurate."

Backfill is capped at 36 months in the past, so very old start dates only generate the last three years of catch-up expenses.

Keepr is also careful about not duplicating expenses you've already logged manually. If a matching expense already exists in one of the backfill months, Keepr links it to your new schedule instead of creating a second copy.

How Keepr generates each copy

Every day, Keepr checks each recurring expense you've got running and asks: is it time to log the next copy? When it is, Keepr creates a new expense with the same title, category, amount, tax rate, tax amount and notes as the one you set up, dated to the recurrence date.

Keepr won't create the same expense twice for the same date - if the schedule runs twice for the same day, the duplicate is skipped.

Managing your schedules

Most of the time you'll never need to leave the expense form. But if you want to see every recurring schedule you have running in one place, open the Recurring Expenses page. It lists every schedule with its status, recurrence and last-logged date.

You want to...Do this
Pause a scheduleOpen any expense in the series, flip Repeat this expense? to No, save. (Or open the schedule from Recurring Expenses and switch its Status to Inactive.)
Resume itFlip Repeat this expense? back to Yes on a linked expense and save.
Change every future copyFrom the Expenses page, click the Recurring button and open the schedule. Future copies use the new values.
Fix one specific copyEdit it from your Expenses list. The schedule isn't touched and future copies stay on the original values.
Do I need to be on the Pro plan?
Yes. Recurring expenses are a Pro feature, so the Repeat this expense? toggle only appears on the form for Pro users. If you cancel Pro later, any existing schedules pause automatically - no surprise expenses get logged.
Can I edit a single generated expense without changing future ones?
Yes. Open it from your Expenses list and edit as normal. The schedule and future copies aren't touched.
Can I change the schedule mid-series?
Yes. Edit the schedule from the Recurring Expenses page - new copies use the updated values. Already-logged expenses keep their original details.
What if the amount changes (for example, my subscription goes up)?
Edit the schedule from the Recurring Expenses page and update the amount. Future copies use the new price; past copies stay as they were, so your historical records are accurate.
Can I cap the schedule at a fixed number of copies?
Yes. Put a number in How many times. Once that many expenses have been generated, the schedule stops on its own.
How does this affect my tax estimate and reports?
Each generated expense is a normal expense row, so it feeds your Profit & Loss report, Tax Summary and tax estimate exactly the same as a manually-entered one.
Ready to stop typing the same expense every month?
Add an expense

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