The activation of this feature is completely free of charge, and will allow you to access the recurring expense management options in Holded.

How?

1. Go to the Holded Store
2. Click on Recurring purchases
3. Hit Activate

Check out our articles about what recurring purchases are and about everything you can do from the recurring expenses list to learn more about these subjects.

If you have already created contacts in Holded, you will be familiar with this process. To add your suppliers and their preferences, you only need to complete the fields in each of the available tabs.

How?

1. Go to Contacts from the navigation bar
2. Click on New contact
3. Select if it is a Person or a Company, and indicate its Name and Tax ID number
4. Complete the fields in the Basic tab. From the dropdown under Contact type, you can select the Supplier option
   
5. Go to the Banks tab to add the bank information

   This step is essential in order to be able to generate payment remittances (wire transfers) with a given contact.

6. Fill in all the fields in Preferences to set up the particularities of each supplier
7. Enter all the accounting information from Accounting
8. Hit Create

Learn more here about how to create contacts in Holded.

Defining your annual or monthly expense goals is essential to get a true picture of your company's financial situation and to be able to establish short-term forecasts. From Holded you can assign your objectives by expense account, using fixed or incremental values.

How?

1. Access Goals from Analytics in the navigation bar
2. Click the Assign goals button at the top right
3. Select Expenses
4. Choose between monthly or yearly goals
5. Find the expense account for which you want to set goals from the list on the left
   
6. Enter the amount you aim to achieve in the corresponding year or months in the right columns

If you need to set the forecast based on the last months' data, click on the magic wand icon   and set more precise forecast values, such as increment, decrement, date, and amount.

Tags allow you to mark items such as contacts, products, documents, and entries for easy reference and analysis. Create and assign them according to your needs.

How?

1. Access the Control menu
2. Select Settings
3. Go to Company account and then Manage tags
4. Click on Add tag
5. Enter a name for the tag
6. Hit Create

Tags must always be lowercase and without symbols, accents, or spaces.

Bank reconciliation allows you to post transactions to your bank statement so that the data in Holded matches the reality of your business.

How?

1. Access Banks
2. Select the account in which you wish to execute the operation
3. Click on Go to reconciliation
4. From the Bank statement, click on the corresponding transaction 
5. Go to the section on the right
6. Filter by Payments
7. Select the corresponding document to complete the operation

Read this article to learn more about bank reconciliation.

In order to avoid any mismatches, deleting the payment of a purchase invoice will also delete the related accounting entry.

How?

1. Access Expenses from the navigation bar
2. Select Expenses
3. Select the corresponding invoice from the list
4. In the pop-up window, go to the Payments section on the right
5. Click on the registered payment
6. Click on the trash can icon  
7. Confirm the action

There are suppliers that offer services or products that invoice your customer every month, quarter, semester, or year for the same products and amount.

For this reason, Holded offers you the possibility to create recurring invoices only once and then automatically generate invoices every month without having to create them again manually. All you have to do is add the PDF of the actual invoice.

Keep in mind that drafts of future recurring purchases are not actual invoices yet. They are templates that allow you to convert the draft into an invoice, officially, every month, quarter, or year.

How?

1. Go to Expenses from the navigation bar
2. Select Expenses and go to the Recurring purchases tab
3. Click on the + button on the top right corner
4. Fill in the basic data (contact, interval, start, and end date, as well as a due period)
5. Introduce the concept, description, amount, price, and taxes
6. Use the Message visible on invoice to add specific comments
7. Add additional information using Custom fields
8. Click on the Options button to access advanced options (discount, document mode, etc.)
9. Open the dropdown under Categorization to select and assign an expense account
10. Add tags and an internal description
11. Use the Create automatically selector to have purchases automatically created on the day of their date

    These will be marked as a draft for your review.

12. Hit Save

For more details on how to create recurring purchases, check out this article.

Through this action, you can convert your recurring purchase drafts into purchase invoices. This is in case you want to perform this action before the period or date you entered when scheduling the recurring purchase.

How?

1. Click on the recurring purchase from the list
2. From the Summary panel, click on the period with the purchase you wish to convert
3. Click on Convert and confirm the action

To convert several drafts at the same time: Click on View pending > Check the boxes of the drafts to be converted > Click on Convert selected > Indicate the date of issue > Confirm the action.

Similarly, you also have the option to stop the recurrence of these drafts, if needed.

How?

1. Click on the recurring purchase from the list
2. From the Summary panel, click on the draft you wish to cancel
3. Click on Skip this one and confirm the action

Check out this article to learn more about the conversion of recurring purchases into invoices.

You can easily delete the recurring test purchase you have generated, as well as the invoice you have converted it into so that it does not affect your actual expense control.

How?

1. Access Expenses from the navigation bar
2. Select Expenses
3. Go to the Recurring purchases tab
4. From the list, click on the document you wish to delete
5. Access the three-point menu (⋮)
6. Hit Delete and confirm the action

To delete multiple recurring purchases at once: Check the box to the left of the purchase > Click on Delete in the bottom bar > Confirm the action.

Learn more here about how to delete recurring purchases.

The steps for deleting invoices resulting from the conversion of recurring invoices are the same as for removing a one-time expense or purchase:

How?

1. Check the box to the left of the invoice in the list
2. Click on Delete from the bottom bar
3. Confirm the action

Holded provides you with a comprehensive graph so that you can easily visualize the number of goals set for expenses, and the progress of your business regarding such goals.

How?

1. Access Goals from Analytics in the navigation bar
2. In the upper right corner of the graph, choose the type of display that suits you best
3. Click on the eye icon   to filter the data you wish to view

Learn more here about managing goals.