# Contract register for Exact Online: recurring invoices checked against the contract | Glimps > Record rent, licences, leases and maintenance once. From then on Glimps knows which invoice is due when, checks amount and period, and tells you when one is missing. Source: https://useglimps.com/en/contract-register | Language: en | Updated: 2026-09-21 This Markdown file is the plain-text twin of the page above, generated at build time from the same render. --- Record rent, licences, leases and maintenance once. From then on Glimps knows which invoice is due when, checks amount and period, and tells you when one is missing. Add-on for Professional and Business, €149 per month January: € 2,450, covered by the contract ## Recurring invoices rarely fail loudly. They fail quietly. A rent invoice does not get rejected. It gets approved, every month, by someone who has never seen the lease. That is the problem the register exists for. The register does one thing: it puts the agreement next to every invoice, and next to every period in which no invoice came. ### The indexation nobody sees Rent goes up by 6.5%. The invoice arrives, looks like last month plus a bit, and is approved. Whether that percentage matches the indexation clause, nobody checks. ### The invoice that never comes A quarterly maintenance invoice does not arrive. Nobody misses anything, until the supplier sends three quarters at once, into a financial year that is already closed. ### Twelve times the same signature The controller approves the same €2,450 every month. The contract is already signed. The approval adds nothing, but asks for attention every time. ## From PDF to a monitored contract in three steps A contract in the register is not an attachment in a folder. It is an agreement Glimps checks again every period. ### Record Upload the contract or type in the terms. Glimps reads supplier, amount, rhythm and term, and lines them up for review. ### Confirm You confirm each field. Only then does the contract take part. A draft nobody has checked never decides on an invoice. ### Monitor Every period Glimps knows which invoice is due. If it arrives, it is checked and posted. If it does not, you see it. ## A contract is eleven fields, not a PDF in a folder Glimps reads the document and fills in a draft. You confirm field by field. Six fields are needed to match; the rest completes the posting. - Supplier - Reference - Subject - Frequency - Expected amount - Term - Billing moment: in advance or in arrears - Expected before day x of the period - GL account - VAT code - Cost centre Glimps reads the PDF and fills in a draft ## What happens when the invoice arrives Glimps puts the invoice next to the latest confirmed version of the contract. Amount, period and supplier have to agree. What agrees goes through, what deviates stays put with the reason attached. Amount and period agreePosted with the GL, VAT and cost centre choice from the contract Amount deviatesThe invoice waits for a person, with the difference shown No invoice, but there was an agreementThe period shows as missing in the register 123 Office rent: € 2,450.00, same as the contract. Covered, posted to 4100 Rent ## One expectation per period As soon as a contract is ready, Glimps lines up one row for every period in its term: an invoice belongs here. That row gets one of three statuses, and only changes through an invoice or through the calendar. August: the invoice came in on time. Received An invoice arrived that fits this period. It was checked and processed further. The period is still running or lies ahead. Glimps waits. The expected date has passed, or otherwise the end of the period, and nothing came. This is the row you would otherwise have found at year-end close. Drafts get no expectations. Only contracts whose latest version is confirmed appear here. Per month, per quarter or per year, depending on what the contract says. ### Works without a PDF No signed document at hand? Type in the terms. That declaration counts as a document: same versions, same checks, same trail. ### Versions, never overwrites A new price or term becomes a new version. The old one stays, with who confirmed what and when. Nothing in the register can change quietly. ### Coding from the contract GL account, VAT code and cost centre are set once on the contract. Every invoice under it inherits them, including the period for accruals. ## Anything that recurs with a fixed amount and a fixed rhythm The register does not ask for a particular kind of contract. It asks for an agreement you can write out as an amount, a frequency and a term. ### Rent Monthly in advance. The yearly indexation becomes a new version, not a silent increase. ### Leases Fixed term with an end date. After the last period Glimps expects nothing more from this contract. ### Software licences More seats is a new version. The invoice that is suddenly higher stays put until someone confirms it. ### Subscriptions Small amounts, large numbers. This is where control disappears first. ### Maintenance Quarterly or yearly, often in arrears. The invoice that does not come now stands out. ### Insurance One invoice a year, expected on one day. Exactly the invoice you forget to expect. ### Energy and telecom at a fixed rate You record the fixed fee. Whatever does not fit it goes through the normal flow. ### Facilities and cleaning Monthly, with a cost centre per location that every invoice inherits by itself. ## One signature for the contract, not twelve for the invoices A person already approved the contract. So Glimps proposes to skip the approval step for every invoice that stays within amount and term. You confirm, by name. Everything outside goes through the normal approval flow. ### A policy per contract Choose per contract whether invoices under it may pass without a separate approval. You see up front which invoices that would have affected. ### Within the bounds Amount and period must fit the version that was approved. A new version never moves those bounds unnoticed. ### Everything on record Every decision sits in a log that can only grow: which invoice, which contract, who confirmed. Invoice 2026-0142: office rent March 2026, € 2,450.00 ## What covers what Three ways to know whether an invoice is right. They do not exclude each other; an invoice gets the check that fits its source. | | OrderPO matching | ContractContract register | NeitherApproval workflow | | --- | --- | --- | --- | | Source of the agreement | The purchase order in Exact Online | The confirmed contract in the register | The invoice itself | | Checked on | Lines, quantities, prices and receipt | Amount, period and supplier | Approval rules on amount and supplier | | On a deviation | Blocked, buyer notified | Invoice waits, difference shown | To the approver | | When the invoice never comes | The order stays open | The period shows as missing | Nobody notices | | Approval | A matched order counts as approved | Policy per contract, confirmed by name | Per invoice | | Available as | Add-on, €149 per month | Add-on, €149 per month | Included from Professional | ## How we handle contracts ### Shielded storage Contract documents sit in their own closed storage, separate from the invoices. PDF or plain text, up to 25 MB per document. ### Only through Glimps The contract tables cannot be reached directly from the browser, not even with a valid login. Every read goes through the server, with your role. ### Append only, never erase Versions, confirmations and decisions can be added, not changed or deleted. What was there stays there. ### Nothing to Exact Online The contract itself never leaves Glimps. Only the posting that follows from it goes to Exact Online, like any other posting. ## How to start, without a project You do not have to record everything at once. Typing in a contract takes a minute, and the register works from the first contract. 1. 1Pick your ten largest recurring suppliersRent, leases and licences are usually the biggest amounts with the least oversight. Start there. 2. 2Upload or typeIf you have the PDF, upload it and check the draft. If you do not, type in the terms and you are just as far. 3. 3Confirm and watch a quarterOnce the fields are confirmed, you see per period what came in and what did not. Usually that is the first time anyone has had that overview. 4. 4Switch on the approval policy, per contractWhen the register has been right for a few months, let the invoices that stay within the agreement skip the approval step. One contract at a time, by name. ## How it fits the rest of Glimps PO matching for orders Approval workflows Automated invoice processing Solution for professional services Pricing and add-ons Open interactive demo ## Contract register FAQs What people ask before they put their contracts in. Want to try Glimps yourself?Try Interactive Demo Which contracts fit? Anything that recurs with a fixed amount and a fixed rhythm: rent, leases, software licences, subscriptions, maintenance, insurance. Monthly, quarterly or yearly, billed in advance or in arrears. No. You can also type in the terms: supplier, amount, rhythm, term. Glimps stores that declaration as a document, with the same versions and the same checks as an uploaded contract. You add a new version under the same reference. The old one is kept. New invoices are checked against the latest confirmed version, and an approval policy never follows a new version by itself. For every period Glimps expects an invoice. If it has not arrived after the expected date, that period shows as missing in the register. No more keeping a list of what should still have come in. PO matching is for what you order, the contract register for what you agree. An invoice under a confirmed contract counts as covered, just like a matched order. They are two separate add-ons; you pick what fits your invoices. Only users of your administration in Glimps. Contract documents sit in shielded storage, separate from the invoices. The document itself never goes to Exact Online; only the posting that follows from it. You record the end date, or add a version with the new end date. After the last period Glimps expects no more invoices. If one arrives anyway, it no longer falls under the contract and goes through the normal flow. Does it work across multiple administrations? The register is per administration. Each entity keeps its own contracts, expectations and policies. The same lease for two entities therefore appears twice, each with its own coding.