Checking recurring invoices in Exact Online (rent, leases, licences)

The short answer: Exact Online can record recurring costs and create an entry every period, but Exact's documentation describes no feature that checks an incoming invoice against the agreed price, or that warns when an expected invoice does not arrive. Glimps's contract register does that: you record the rent, lease or licence once, and Glimps puts every invoice next to the contract and tells you when one is missing.

This guide shows what Exact Online offers for recurring purchase invoices itself, where it goes wrong, and how to check recurring invoices automatically. I checked Exact's features in the knowledge base on 18 October 2026. The sources are at the bottom.

Recurring invoices rarely go loudly wrong

A rent invoice is not rejected. It is approved, every month, by someone who never saw the contract. Three things go wrong unnoticed as a result:

• The indexation nobody recalculates. The rent rises by 6.5%. The invoice looks like last month's plus a bit, and is approved. Whether that percentage matches the indexation clause, nobody checks.
• The invoice that does not come. A quarterly maintenance invoice does not arrive. Nobody misses it, until the supplier sends three quarters at once, in a financial year that is already closed.
• The licence that quietly grows. Users are added, the invoice gets higher, and approval has become a habit.

What Exact Online offers itself

Recurring entries

Under Financial > Entries and G/L accounts > Entries > Recurring entries you record an entry that comes back, in the purchase, sales or general journal. With Generate automatically you set a frequency, a start and an end date, and according to Exact the recurring entries are generated every morning based on the schedule. That is available from Accounting Essentials.

Note: a recurring entry creates an entry every period. Comparing it with an invoice that comes in is not in the documentation. If you also post the scanned invoice, you must prevent posting the same cost twice yourself.

Entry templates

You link an entry template to a supplier, and it fills in the G/L account and VAT code. With the calculation method fixed amount you split an invoice over lines. According to Exact this happens regardless of the header total. So the template splits, but does not check. Templates are in Professional and Premium.

Automatic posting of fixed monthly invoices

With the setting Automatically create entries for complete entry proposals, a complete proposal becomes an entry without a click. Exact names monthly invoices with a fixed amount as an example. Complete here means the scan found all data, not that the amount matches an agreement.

Spreading costs over periods

You want to spread an annual licence or insurance over the months. After linking accrual accounts under Settings > Financial, you can spread the costs over the periods with a from and to date on a purchase invoice. Exact names the editions with Projects, Professional and Premium for this.

Subscription management in Exact is for invoicing your own customers, so for sales. A register for purchase contracts we only found in the documentation for subcontractors in Exact Online Construction.

How Glimps's contract register solves it

The contract register does one thing: it puts the agreement next to every invoice, and next to every period in which no invoice came.

1. Record. Upload the contract or type in the terms. Glimps reads supplier, amount, rhythm and term and prepares them for review.
2. Confirm. You confirm every field. Only then does the contract count. A draft nobody reviewed never decides about an invoice.
3. Watch. Every period Glimps knows which invoice should come. If it comes, it is checked. If it does not, you see that.

When the invoice comes in, Glimps puts it next to the latest confirmed version of the contract. Amount, period and supplier must match:

• Amount and period match: the invoice is posted with the contract's G/L account, VAT code and cost centre, including the period for accruals.
• Amount differs: the invoice waits for a person, with the difference shown.
• No invoice, but an agreement: the period is marked missing in the register. That is the line you would otherwise only have found at year end.

A new price, such as the annual indexation or extra licences, becomes a new version of the contract. The old one stays, with who confirmed what and when. And because a person already approved the contract, you can choose per contract that invoices within amount and term go through without separate approval. One signature for the contract, not twelve for the invoices. Everything outside that goes into the normal approval flow.

The register works for anything with a fixed amount and a fixed rhythm: rent, leases, software licences, subscriptions, maintenance, insurance, energy and telecom with a fixed tariff, and cleaning. The contract register is an add-on on the Professional and Business plans.

In practice: Vitacress Real processes about 750 purchase invoices a month with Glimps, from 317 suppliers, and 80 to 90% of them reach Exact Online without manual work. Read the Vitacress Real story.

Checklist for recurring invoices

1. List all recurring costs: rent, leases, licences, maintenance, insurance.
2. Record per agreement: supplier, amount, frequency, term and when the invoice should come.
3. Check every invoice against that agreement, not against last month's invoice.
4. Check every period whether an invoice is missing.
5. Handle a price change as a new agreement, with who confirmed it.

Read more about the contract register, or open the interactive demo.