# Checking recurring invoices in Exact Online | Glimps > What Exact Online offers for rent, leases and licences, why recurring invoices go wrong unnoticed, and how Glimps's contract register checks every invoice against the contract. Source: https://useglimps.com/en/blog/terugkerende-facturen-controleren-exact-online | Language: en | Updated: 2026-10-18 This Markdown file is the plain-text twin of the page above, generated at build time from the same render. --- Wouter MurmansFounder of Glimps 18 October 2026 6 min read 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](https://useglimps.com/en/klanten/vitacress-real). ## 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](https://useglimps.com/en/contract-register), or [open the interactive demo](https://useglimps.com/en/demo). ### Wouter Murmans Founder of Glimps Wouter Murmans is the founder of Glimps. He builds Glimps for finance teams that process their purchase invoices in Exact Online, and writes about what goes wrong there in practice and how to fix it. ## Frequently asked questions Short answers to what people ask most. Questions about your situation? ### How do I post recurring purchase invoices in Exact Online? With recurring entries under Financial, Entries and G/L accounts, Entries, Recurring entries. With Generate automatically, Exact creates an entry every period on a schedule. You can also have complete booking proposals posted automatically, which Exact names for monthly invoices with a fixed amount. ### Does Exact Online check whether a rent invoice matches the contract? In Exact's documentation we found no feature that checks an incoming invoice against an agreed amount or period. Recurring entries and templates create or split entries, but do not compare with a contract. ### How do I see that a recurring invoice is missing? In Glimps's contract register, Glimps sets an expectation for every period in the term. When the expected date or the end of the period passes without an invoice, the period is marked missing in the register. ### What happens with an indexation or price increase? An invoice with a higher amount than the contract waits for a person, with the difference shown. A confirmed new price becomes a new version of the contract; the old one stays with who confirmed what and when. ### Do I still have to approve every rent invoice? Not if you set it that way per contract. Because a person already approved the contract, you can choose that invoices within amount and term go through without separate approval. Everything outside that goes into the normal approval flow. ### Which contracts can I put in the register? 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. No signed document at hand? Type in the terms. ### How do I spread an annual licence over the months? In Exact Online you link accrual accounts under Settings, Financial, and enter a from and to date on the purchase invoice; Exact names the editions with Projects, Professional and Premium for this. In Glimps's contract register you record the period once on the contract and every invoice gets it. ### Which plan includes the contract register? The contract register is an add-on on Glimps's Professional and Business plans. **Sources and method ยท checked on 18 October 2026** [Exact kennisbank: Vaste boekingen](https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Task-financial-generic-fingeneric-recrngentryt)[Exact kennisbank: Boekingtemplates | Aanmaken, gebruiken en bewerken](https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Task-financial-template-fintmpl-jourentrytempt)[Exact kennisbank: De scanservice instellen](https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Concept-general-scanning-service-genscnsrv-setupc)[Exact kennisbank: Overzicht overlopende posten](https://support.exactonline.com/community/s/knowledge-base#All-All-HNO-Task-financial-generaljournal-fin-ent-accrualsreportt)[Exact: Boekhouden, features en prijzen](https://www.exact.com/nl/bedrijven/boekhouden/features-en-prijzen)Spot an outdated or inaccurate claim about your product? [Let us know](https://useglimps.com/en/contact) and we will fix it. ## Related articles ### Can AI post purchase invoices on its own in Exact Online? Yes, but Exact Online and Glimps mean different things by it. What Exact posts itself, where it stops and how to let AI post safely. ### Cost centres and cost units on purchase invoices in Exact Online The difference between cost centre and cost unit, the steps in Exact Online with menu paths, splitting an invoice over several cost centres and the mistakes that break your report. ### Automatically posting invoices in Exact Online: how to set it up safely How to post purchase invoices automatically in Exact Online: the automatic invoice processing settings with menu paths, the mistakes to avoid and where a tool takes over the work.