Buildium Guide: Schedule Recurring Vendor Bills and Contracts

In Buildium, set up a recurring bill for repeating vendor charges (same amount and schedule), and use a vendor contract to track the agreement terms and link bills to it. Then approve, pay, and reconcile like normal, and test the first run before relying on it.

 

Before starting (even if everything is already set)

 

• Recurring bill = Buildium auto-creates a new bill on a schedule (monthly, weekly, etc.).
• Vendor contract = stores contract details (start/end, insurance, notes) and helps organize related bills.
• Have ready: vendor name, GL expense account (example: Repairs and Maintenance), property/unit, amount, due date rule, and payment method.

 

Step-by-step: schedule a recurring vendor bill

 

• Go to Accounting then Bills (or Vendor bills depending on menu).
• Select Add bill then choose Recurring bill (or “Make recurring” if starting from a one-time bill).
• Pick the Vendor and Property. If it’s HOA-wide, choose the HOA association/property used for accounting.
• Set Frequency (monthly/weekly), Start date, and optional End date.
• Set the Due date rule (example: due on the 1st, or due X days after bill date). This prevents late fees from “date drift.”
• Add Line items: choose the correct GL account, amount, and memo (example: “Landscaping contract”).
• Choose Approval settings if your workflow requires approval before payment.
• Save. Buildium will generate bills automatically based on the schedule.

 

Step-by-step: create and use a vendor contract

 

• Go to Vendors, open the vendor, then find Contracts (or Add contract).
• Enter contract name, properties covered, start/end dates, and upload the signed agreement.
• Add key fields in notes: scope, rate, renewal terms, insurance expiration.
• When creating the recurring bill, link it to the contract if the option appears, so reporting stays clean.

 

Common setup mistakes (and how to avoid them)

 

• Wrong GL account: bills post to the wrong expense category and reports look off. Fix by editing the recurring template line item.
• No end date on a contract that ends: bills keep generating. Add an end date or pause the recurring bill.
• Due date set before bill date: creates “overdue” bills instantly. Use a due date rule tied to bill date.
• Wrong property: HOA bills accidentally hit a single building. Double-check property selection.

 

Test, pay, and reconcile (so nothing surprises you)

 

• After saving, check the next bill date on the recurring schedule.
• When the first bill generates, confirm amount, GL, property, due date.
• Pay it via your normal process (check/ACH if enabled), then reconcile the bank account so the expense is real in reports.

 

Troubleshooting

 

• Bill didn’t generate: confirm the schedule start date, frequency, and that it wasn’t paused or ended.
• Can’t find recurring option: permissions may block it. Ask an admin to grant accounting/bills access.
• Amounts change monthly (utilities): use one-time bills or import, not a fixed recurring bill.

 

When to contact Buildium support

 

• Recurring bills generate but cannot be edited or schedules won’t save.
• ACH/check printing setup issues, payment failures, or bank sync/reconciliation problems.
• Need a workflow for variable invoices, multi-property allocations, or approval automation beyond standard settings.