Scheduled Transactions

Guide 20: Scheduled Transactions

Automate recurring transactions

Overview

Scheduled transactions automatically create entries for bills, subscriptions, paychecks, and other recurring items. Set up once, and OtterLedger handles the rest.

What you'll learn:

• Creating scheduled transactions
• Managing schedules
• Handling variations
• Skipping and pausing

Time required: 2-3 minutes per scheduled transaction

Creating a Scheduled Transaction

Step 1: Open Scheduled

1. Go to Scheduled in the sidebar
2. Click Add Scheduled Transaction

Step 2: Enter Transaction Details

Fill in like a regular transaction:

• Payee - Netflix, Electric Co., etc.
• Amount - Expected amount
• Account - Where it's paid from
• Category - Expense category

Step 3: Set Schedule

[Screenshot: Schedule configuration]

Step 4: Set Options

Step 5: Save

Click Save Scheduled Transaction

Scheduled Transaction Examples

How Scheduled Transactions Work

Auto-Enter Mode

1. On scheduled date, transaction is created
2. Appears in your transaction list
3. Status: Pending (until cleared by bank)

Reminder Mode

1. Notification appears on scheduled date
2. Review and confirm
3. Transaction created when you approve

Managing Scheduled Transactions

View All Scheduled

Go to Scheduled to see:

• All scheduled transactions
• Next occurrence date
• Amount and frequency

[Screenshot: Scheduled transactions list]

Edit Schedule

1. Click scheduled transaction
2. Click Edit
3. Modify details or schedule
4. Save

Skip Next Occurrence

If a payment won't happen this period:

1. Open scheduled transaction
2. Click Skip Next
3. Next occurrence moves to following period

Pause Schedule

To temporarily stop:

1. Open scheduled transaction
2. Click Pause
3. No transactions created until resumed

Delete Schedule

1. Select scheduled transaction
2. Click Delete
3. Past transactions remain; future ones stop

Variable Amounts

For transactions that vary (utility bills):

Option 1: Estimate

Enter average amount. Edit each transaction when actual amount is known.

Option 2: Reminder Mode

Use remind-only. Enter actual amount when creating each transaction.

Option 3: Zero Amount

Set amount to $0. Edit with actual amount when it occurs.

Upcoming Transactions

Dashboard Widget

The Upcoming Scheduled widget shows:

• Next 7-14 days of scheduled transactions
• Amounts due
• Quick actions

Calendar View

Go to Scheduled → Calendar to see:

• Monthly view of all scheduled transactions
• Click any date to see details

Tips & Best Practices

1. Set up paychecks - Track income automatically
2. Include all bills - Rent, utilities, subscriptions
3. Use accurate dates - Match actual billing dates
4. Review monthly - Verify scheduled items processed
5. Update amounts - Adjust when bills change
6. Check categories - Ensure proper categorization

Troubleshooting

Q: Transaction didn't auto-create

A: Check:

• OtterLedger was running on scheduled date
• Transaction wasn't paused
• Schedule hasn't ended

Q: Wrong amount created

A: Edit the individual transaction. Update schedule for future.

Q: Need to change frequency

A: Edit the scheduled transaction's schedule settings.

What's Next?

• Guide 49: Subscription Tracking - Automatically detect recurring charges from your transaction history
• Guide 21: Bill Reminders - Track due dates
• Guide 19: Budgeting - Plan your spending

Need help? Visit the OtterLedger community at github.com/openledger or check the FAQ.