Recurring Bills
The Recurring Bills feature in Tyms allows you to automate and schedule vendor bills that need to be recorded regularly, such as monthly rent, subscriptions, or recurring vendor expenses. By setting up a recurring bill, you can save time and maintain consistency in your accounts payable process.
How to Create a Recurring Bills Entry
Follow these steps to complete a structured recurring bill.
Step 1: Go to Recurring Bills
From the top navigation bar, click More.
From the dropdown menu, select Spend, then hover over Recurring Bills.
Step 2: Open the Creation Form
On the Recurring Bills dashboard, click Create Recurring Bill. The Create Recurring Bill form will pop up.
Note: Recurring bills let you manage vendor bills that are posted automatically on a schedule.
Step 3: Enter the Document Details
Fill out the transaction metadata in the initial setup card:
Vendor: The supplier or service provider this bill is issued by (e.g., "WAEC Facility Services").
Title: A descriptive headline for the bill, used for quick recognition (e.g., "Monthly Office Rent").
Document Number: An auto-generated or custom unique identifier for the bill (e.g., BILL-61741).
Currency: The primary operating currency used for the line entries.
Note on Document: An internal note describing the purpose of the recurring bill, useful for context when reviewing or auditing the entry later (e.g., "Recurring payment for Q3 office rent").
Step 4: Add Line Items
In the Line items section, add one or more line items that make up the bill:
Account: Select the relevant expense or general ledger account from your Chart of Accounts (e.g., Rent Expense or Utilities).
Item name: line item description on the bill. Example: Office Supplies
Description: Add specific notes about that individual line item.
Item quantity: Enter the quantity, if applicable (e.g., number of units or months being billed).
Rate: The unit price or cost per item.
Amount: The line total, calculated from quantity and rate (or entered directly).
Tax: Select the applicable tax rate from your pre-configured tax structures, if relevant.
Discount: discount amount applied to the document. Example: 0
Actions: the + button adds another line item; the - button removes one. Multiple items can be added to a recurring bills, each with its own account, tax, and discount.
Note: The Total Amount for the bill is calculated automatically from your line items.
Step 5: Set the Schedule
Frequency: Choose how often the bill should post:
Days: for daily entries
Months: for monthly entries
Years: for yearly entries
Weeks: for weekly entries
Interval: Specify how often within that frequency (e.g., every 30 days, every 3 months, or every 1 year).
Start Date: The date the recurring schedule begins.
End Date: The date the recurring schedule stops. Leave blank if the bill should continue indefinitely.
Step 6: Classification & Attachments
Employee: Tag a specific staff member, if needed, for expense or project allocation.
Branch: Allocate the entry to a specific office or business unit.
Attachments: Add supporting files, such as an invoice or contract, to the bill record for future reference.
Step 7: Save
Click Save at the bottom-right of the form to commit your bill. You can choose to:
Save as Draft: stores the bill without posting it to accounts payable.
Save as Active: activates the bill so it posts automatically according to the schedule you set.
Once saved, your entry will appear in the Recurring Bills dashboard table.
Understanding the Table Columns
Each entry in the table includes the following details:
Number: The tracking code for the recurring bill.
Title & Amount: The descriptive name and total transaction value.
Vendor: The supplier or service provider associated with the bill.
Status: The current state of the bill, Draft (saved without accounts payable impact), Active (scheduled and posting automatically), Completed, or Paused (Temporarily disabled; no bills will be generated).
Start Date: The date the recurring schedule begins.
End Date: The date the recurring schedule ends (if set).
Next Issue Date: The next date the bill should be issued.
Description: The note entered on the document during setup.
Frequency: The posting cadence, Weeks, Days, Months, or Years.
Interval: The number of units within the selected frequency (e.g., 1 day, 3 months).
Actions Available (Three-dot Menu)
Each recurring bill comes with a action menu for managing the record:
Preview : View full details of the recurring bill.
Edit: Make changes to the recurring setup.
Pause : Temporarily stop the recurrence.
Activate: Resume or activate a draft/paused schedule.
Duplicate: Create a copy for reuse.
Delete: Remove the recurring bill from the system.
Complete