Set once, generated every period
Set up templates for utilities, contracts and periodic charges; expenses are raised on schedule and allocated by the building's rule.
Outcome
Frequencies run from daily to annual plus custom, and each generated expense arrives as a draft for approval with its template and period recorded.
In practice
What managers and committees tell us it changes in the monthly routine.
Nine frequencies from daily to annual, plus a custom interval in days
Fixed amounts generate complete expenses; variable amounts generate drafts for the actual figure
Vendor, category, VAT rate and allocation rule inherited by every generated expense
Daily, weekly, fortnightly, monthly, bi-monthly, quarterly, semi-annual, annual or custom
Fixed or variable amounts; a variable template waits for the actual figure
Pause and resume a template without losing its history
Overlapping-period check warns before a utility bill is entered twice
How it works
Define a template — vendor, category, amount type, VAT rate, frequency, start date — and expenses are generated on schedule with the allocation rule already attached. Fixed templates (a €99.99 monthly cleaning fee) generate a complete expense; variable templates (the electricity bill) generate a draft that waits for the actual amount. A nightly job at 01:00 creates whatever is due; you review and approve in the normal expense flow.
Most of a building's expenses recur. In Cyprus a typical block pays the electricity bill monthly, cleaning monthly and the lift contract quarterly; in Germany the Hausgeld covers the same items under different names. Fixed charges — the €99.99 cleaning fee — are the same every period. Variable ones — electricity — change. The template stores which kind it is and behaves accordingly.
Name, vendor, category, amount type, gross amount including VAT, VAT rate, frequency, start and optional end date. Frequencies: daily, weekly, biweekly, monthly, bimonthly, quarterly, semi-annual, annual, or a custom interval in days. When the job runs, the generated expense inherits all of it plus the category's allocation rule — so the €99.99 cleaning fee is already allocated by ownership share when it appears for approval.
A scheduled job runs daily at 01:00 and generates every template whose next generation date has arrived, then advances that date by the frequency. Fixed templates produce an expense ready for approval; variable templates produce a draft waiting for the actual amount. Nothing is approved automatically. Drafts awaiting approval appear in the Action centre and deduct 5 points each (maximum 15) from the building health score.
Edit the template's amount from €99.99 to €104.99 and every future generation uses the new figure; expenses already generated keep theirs. Set an end date when a contract ends and the template stops. For an internal vendor — your own management fee — the same template also generates the sequentially numbered invoice to the building each period. Each generated expense records the template it came from.
In the product
Create recurring expense template dialog with template name, vendor, amount type, gross amount including VAT, VAT rate, frequency, start and optional end date
Related
Ask about any building, owner or balance in plain language; the Domera assistant answers from your company's own records.
Learn moreAllocate every common expense by ownership share, floor area, equal parts, floor level, lift share or a custom rule.
Learn moreOwners sign in and read their own units' statements, balances, payments, documents, compliance status and meetings.
Learn moreStart with one building
Start the 14-day trial, add the first building and run one month through it. Import the owners, post the invoices, issue the statements.