Introduction
Repeating manual journals in Xero are ideal for regular transactions like monthly depreciation or rent accruals. Instead of re-entering the same journal each period, you can automate it so Xero creates and posts the entries on a set schedule.
Repeating journals are useful for recurring adjustments such as monthly depreciation or rent accruals.
How to Create a Repeating Manual Journal in Xero?
Step 1: From the dashboard, go to Accounting, choose Manual journals.
Step 2: Click the New Repeating Journal.
Step 3: Enter the First Journal Date and Due Date. You can also set an End Date if the repetition should stop after a specific period. In the Schedule section, enter how often the bill should repeat (for example, every 1 month or every 3 months).
Step 4: Choose what happens each time a bill is generated:
Save as Draft – Xero creates the bill but does not approve it automatically.
Approve – marks the bill as approved and ready for payment.
Step 5: Enter journal details — accounts, amounts, and descriptions.
Step 6: Click Insert Placeholder to automatically insert dynamic fields (e.g., month or date) in your description or reference, so Xero updates them each billing period.
Step 7: Choose whether to save as Draft or Posted when created.
Xero will automatically create journals based on your chosen interval.
Frequently Asked Questions (FAQs) about Repeating Journal in Xero
Q: Can I edit a repeating manual journal after it’s created?
A: Yes, but changes only affect future journals.
Q: How do I stop a repeating journal from generating?
A: Delete it or set an end date.
Q: Do repeating journals appear in reports automatically?
A: Only approved journals will appear in reports.
Q: Can I duplicate an existing journal to make it repeating?
A: Yes, you can copy a standard manual journal and adjust it to create a repeating one.
Conclusion
Repeating manual journals in Xero help automate recurring accounting entries, saving time and reducing manual errors. Once set up, Xero takes care of creating these journals on schedule — ensuring consistency and accuracy in your financial records.