Skip to Content
BayWise PaymentsHow-To GuidesManage Recurring Payments

Manage Recurring Payments

Recurring payments are scheduled obligations that repeat on a fixed cycle — monthly rent, fortnightly salaries, quarterly insurance premiums, annual licence fees. BayWise Payments tracks these rules and surfaces them when they are due, so your team never misses a payment or forgets to record a regular cost.

This guide covers the day-to-day workflow of reviewing and recording recurring obligations from the Business tab. For creating, editing, and deleting recurring rules, see Set Up Recurring Obligations.

Who can do this: Cashiers, Service Advisors, and Finance Managers can record a due recurring payment. Managing rules (create, edit, delete) requires a Finance Manager or Account Owner role.

The Recurring section in the Business tab

When you open the Financial Recording Modal in Business context and navigate to the Expenses tab, a Recurring section appears above the category event tables. This section is role-gated — it only appears for Finance Managers and Account Owners.

The Recurring section shows all recurring rules with a next due date within the next 7 days. Each rule card displays:

FieldDescription
Rule nameThe label you assigned (e.g., “Workshop Rent”, “Staff Salaries”)
AmountThe expected payment amount
ContactThe vendor or payee contact
FrequencyHow often the payment repeats (weekly, fortnightly, monthly, quarterly, annually)
Next dueThe upcoming due date
StatusOn-time or overdue

Rules whose due date has passed without a recorded payment are highlighted with red styling to draw immediate attention.

Record a recurring payment

Open the Business tab

Open the Financial Recording Modal in Business context and select the Expenses tab.

Locate the due rule

In the Recurring section, find the rule you want to record. Rules due today or overdue appear at the top.

Click Record

Click the Record action on the rule card. The recording form opens with the amount and contact pre-filled from the rule definition. You do not need to re-enter these details manually.

Review and confirm

Verify the pre-filled amount is correct. If the actual payment differs (for example, a utility bill that varies month to month), you can edit the amount before confirming. Select the payment method, add an optional reference, and confirm the recording.

Automatic date advance

After the transaction is recorded, the rule’s next due date automatically advances by the rule’s frequency. For example, a monthly rule due on 1 June advances to 1 July. No manual action is needed to schedule the next occurrence.

For fixed-amount obligations like rent, the one-click recording flow takes seconds. Open the Business tab, tap Record on the due rule, confirm, and you are done. The pre-filled amount and contact eliminate data entry errors.

Recurring rules in the Pay tab

Recurring rules that are due or overdue also surface in the Pay tab of the Collection Queue as synthetic AP rows. This means your accounts payable team sees recurring obligations alongside vendor invoices in a single prioritised list, without having to open the Business tab separately.

The synthetic rows show the rule name, amount, vendor contact, and due date. Clicking the row opens the same pre-filled recording form as the Recurring section in the Business tab.

Overdue recurring rules

When a recurring rule’s due date passes without a recorded payment:

  1. The rule card in the Recurring section displays red highlighting and an overdue badge.
  2. The overdue count in the ExpensesTotalsCard increments.
  3. The overdue AP appears in the Pay tab as a high-priority row.
  4. The AP Aging dashboard panel includes the overdue amount in the appropriate aging bucket.

Recording the overdue payment clears the overdue state and advances the due date normally.

Overdue recurring rules affect your AP aging metrics on the dashboard. If Santos Body Works in Sao Paulo has three overdue salary payments, the AP Aging panel will show those amounts in the 30-day or 60-day buckets, signalling a potential cash management issue to anyone viewing the dashboard.

Full CRUD management

To create new recurring rules, edit existing ones, pause rules, or delete them entirely, go to Settings > Recurring. The Settings screen provides full CRUD management of all recurring obligations for your location.

From the Settings > Recurring screen you can:

  • Create a new rule with name, amount, contact, frequency, start date, and category
  • Edit an existing rule’s amount, contact, or frequency
  • Pause a rule temporarily (paused rules do not appear in the Recurring section or Pay tab)
  • Resume a paused rule
  • Delete a rule permanently

Common questions

What happens if I skip a recurring payment? The rule stays in overdue status until you either record the payment or manually advance the due date from Settings > Recurring. It will continue to appear as overdue in the Business tab and Pay tab.

Can recurring rules handle variable amounts? Yes. The rule stores a default amount that pre-fills the recording form, but you can change the amount at recording time. This is useful for utilities or supplier invoices where the exact amount varies each cycle.

Do recurring rules work across locations? Each recurring rule is scoped to a single location. If Muller Werkstatt Berlin and Sharma Motors Mumbai both pay rent, each location needs its own recurring rule. The rules and their schedules are independent.

Can I set up recurring income (inflows)? Yes. Recurring rules support both directions — outflow (expenses) and inflow (income). A monthly retainer from a fleet customer, for example, can be set up as a recurring inflow rule. Inflow rules appear in the Sales tab of the Business context.

How far ahead does the Recurring section look? The section shows rules due within the next 7 days, plus any overdue rules regardless of how far past due they are. Rules with a next due date more than 7 days away do not appear in the section but are visible in Settings > Recurring.

Record a Business SaleView Transaction History