Check out this article to learn more about Expenses in Holded and everything you can do from this section.
Get there
- Access Expenses from the navigation bar
- Select Expenses
- Go to the tab Recurring purchases
From the Recurring purchases list, you can consult all the recurring purchases that you have previously created or imported, as well as perform multiple additional actions with these documents.
Keep in mind that recurring purchases are drafts of future purchases and, therefore, are not considered actual invoices until they are converted or issued. Learn more about recurring purchases here.
Managing the recurring purchases list
View pending
From the platform, you can easily check which recurring purchases have not yet been converted into invoices. In other words, those that are still in draft status:
- Click on the View pending button
- From the list on the side, panel check all the pending recurring purchases per supplier
Customize the view
Holded allows you to customize how you view the list of recurring purchases. You can quickly select those columns with the items you want to appear:
- Click the two-column icon just below the export button
- Check the boxes of those items that you want to be displayed in the columns of the list
The items you select will always be displayed when you access your expenses list
| Contact | Name of the contact registered in Holded |
| Interval | Frequency with which the recurring purchase is issued (Monthly, Quarterly, Bimonthly, Biannual, Annually, Weekly, Biweekly, Daily) |
| Start | Date on which the recurring purchase creation cycle begins |
| End | Date on which the recurring purchase creation cycle ends |
| Next | Date on which the next draft generated for a given recurring purchase will be issued |
| Status | Pending (not yet converted), Skipped (has been canceled), Converted (has been issued), Completed (cycle has been completed) |
| Description | The concept of the first line of the invoice is displayed |
| Tags | Labels to filter your documents easily |
| Account | Corresponds to the expense account used to segment your expenses |
| Projects | It is used to view the associated projects with each expense document |
| Subtotal | It is the taxable amount (quantity * price excluding tax) |
| Total | Total invoice amount, including taxes |
| Auto | Indicates whether the option to automatically create purchases on the day of your date is activated |
It is not possible to change the order of the columns, but you can organize the information in ascending and descending order.
Filter and segment
You can narrow your searches in the recurring purchases list by means of the available segments and filters.
Use predetermined segments
- Go to the drop-down menu on the upper left side
- Select the segment you want to visualize
| All | All recurring purchases, without any kind of segmentation |
| Today conversions | Recurring purchases that will be issued today and will therefore be converted to purchase invoices |
| Next 5 days | Recurring purchases that will be converted in the next 5 days |
| Next 30 days | Recurring purchases that will be converted in the next 30 days |
| Pending | Recurring purchases that have not yet been issued, regardless of the time remaining before they are converted |
| In progress | Recurring purchases that are in the process of conversion/issuance |
| Completed | Recurring purchases that have already been converted |
| Manual | Recurring purchases that have been converted manually |
| Auto recurring | Recurring purchases that have been converted automatically |
Use predefined filters
- Click on + Filter
- Select one or more of the available filters:
| Status | The statuses correspond to most major segments: Today conversions, Next 5, 10, or 30 days, Pending, In progress, and Completed |
| Expense account | Use this filter to view the recurring purchases associated with a given expense account |
| Interval | To view recurring purchases that are issued with a predetermined frequency: Monthly, Quarterly, Bimonthly, Biannual, Annually, Weekly, Biweekly, Daily |
| Conversion | To view those recurring purchases that have converted manually or automatically |
Save custom filter combinations as segments
- Make your filter selection
- Click Save segment
- Type a name for your new segment
- Hit OK
The new segment will be accessible from the drop-down menu, so you can easily select it when you need it.
You can also use the search bar to perform keyword queries on your recurring purchases list.
Assign expense accounts
To assign specific expense accounts to one or multiple recurring purchases:
- Select one or more recurring purchases by checking the appropriate boxes
- In the bottom bar, click on Set expense account
- Choose the accounts you want to associate from the drop-down menu
- Hit Assign
Export
To export your list of recurring purchases:
- Click the download button to the right of the search bar
- Select the export option of your choice:
- Export Excel
- Export PDF
- Google Sheets