Set up regular orders once. Expeni raises them for you.
For rent, licenses, cleaning and service contracts: a new purchase order every week or month, sent for approval like any other PO.
| Summary | Repeats | Next PO | Status |
|---|---|---|---|
| Office cleaningBrightway Cleaning | Every month | Dec 1 | Active |
| Office rentHarbor Properties | Every month | Dec 1 | Active |
| Fresh produceGreen Valley Foods | Every week | Nov 9 | Active |
| Elevator serviceLiftCare Ltd | Every 3 months | Jan 5 | Paused |
How recurring POs work in Expeni
- Set it up onceStart from a PO with the vendor, lines, budget and GL accounts, and choose how often it repeats.
- Expeni raises the POOn each date, a new PO is created with the same details.
- It is approved as usualThe PO goes through its approval route, or waits as a draft for the requester to check.
- Received and invoicedEach PO is received, matched to its invoice and paid like any other.
Regular costs, still under control
No more retyping the same order, and no regular cost that slips past approval.
Weekly or monthly
Repeat every week, every month, or every few weeks or months.
Start and end when you choose
Set a start date, and stop after an end date or a number of orders.
Same details every time
Vendor, lines, budget, GL accounts, tax, custom fields and the shipping address are copied to each new PO.
Clear summaries
Add the month or date to the summary, such as "Office cleaning, November", so each PO is easy to find.
Approval as usual
Send each new PO for approval automatically, or save it as a draft to check first.
Pause and resume
Pause a recurring PO when a contract is on hold, and resume it later.
Questions about recurring POs
How often can a recurring PO run?
Every week, every month, or every few weeks or months, for example every 3 months for a quarterly service.
Are recurring POs approved automatically?
No. Each new PO is either sent through your normal approval route or saved as a draft for the requester to check first. You choose per recurring PO.
Is the PO sent to the vendor automatically?
If your company has automatic sending to vendors turned on, the PO is emailed to the vendor once it is approved, like any other PO.
Can we pause a recurring PO?
Yes. Pause it, resume it later, or delete it. You can also give it an end date or a number of orders, after which it stops.
Stop retyping the same purchase orders
Start a 14-day free trial, or book a demo and set up your regular orders with us.