Subscriptions
Create recurring expenses such as hosting, software or rent once. A receipt is created for each date for review, and posting only happens after your approval.
Under Accounting → Subscriptions you create regular expenses once. For each date, Leadmode creates an incoming receipt and adds it to the receipts awaiting review. You do not have to capture the invoice anew every month.
Whoever has ‘Accounting: View’ or ‘Approve documents’ may view the page. Whoever has ‘Accounting: Post’ may create, change, pause and end subscriptions. Organisation admins may do everything.
The key points first
- The background runner creates only a receipt in the ‘Submitted’ state. It never approves and never posts. Approval and posting work as with any receipt in the inbox, with the four-eyes rule.
- For each date, at most one receipt is created, even if the runner runs several times, restarts or fails in between.
- The AI is not involved in subscriptions.
Create a subscription
Choose Create subscription and enter:
| Field | Meaning |
|---|---|
| Name, Supplier | The supplier must be active. Name and note are stored encrypted. |
| Interval | Monthly, quarterly or yearly. |
| Start | First date. This day remains the reference day: for 31 January, the next date falls on 28 February (29 in a leap year), then again on 31 March. |
| End | Optional. After the last date up to the end, the subscription ends by itself. |
| Project | Cost centre of the entry. |
| Amount and account coding | Gross, account and input VAT key for each line. Leadmode calculates net and tax; there can be several lines. |
| Payment | Bank transfer, direct debit, card payment or other. This is only a note on the receipt. It never creates a payment by itself; record it or match it in bank matching. |
| Payment term | Days after the date, up to the receipt’s due date. |
If the start is in the past, you can choose Catch up on past dates (at most twelve). Without this choice, the subscription starts with the next date.
All dates count as calendar days in the Berlin time zone. The runner checks at intervals and catches up on missed dates after an outage, at most twelve per run.
What is created for a date
An incoming receipt marked From subscription:
- Supplier, account coding, project, amount and due date from the template; the invoice date is the date.
- The invoice number is an internal reference (for example
AB-000007/2026-10), because the supplier’s real number is not yet available. Enter it as soon as you have the invoice. - In the automatic run, the receipt is submitted by the person who created the subscription; with Create receipt now, by the person who clicks. It appears like any submitted receipt in the ‘awaiting review’ counter for the reviewers.
- If something is no longer in order at the date (supplier or account blocked), the receipt is still created, but as ‘Details missing’. That way the review notices. The subscription list shows the reason.
Original: submit later or confirm
A subscription receipt is created without an original file, because the supplier’s invoice is usually not yet available at the date. This is allowed; approval checks it deliberately:
- The receipt shows the note From subscription … there is no original. With Submit original later you upload a PDF, image or XML afterwards. This also works after approval.
- If you approve a receipt without an original, Leadmode requires the explicit confirmation ‘There is no original’. It appears in the receipt’s history. Without it, approval is not possible.
Leadmode only makes sure this does not happen unnoticed.
Does the amount deviate?
If the receipt’s amount deviates from the subscription (for example after a price increase), the receipt shows a note with the difference, and the subscription list marks ‘deviates’. What is posted is what is on the receipt. If you want future receipts to carry the new amount, change the subscription.
Manage
A click on a subscription opens the details with the next dates and the most recently created receipts.
- Edit: Name, supplier, amount, account coding, end and payment. Changes apply to future receipts; existing receipts remain. Interval and start are fixed after the first date has been created or skipped. End the subscription and create a new one.
- Pause and Resume: When resuming, you choose whether missed dates are caught up. Otherwise they are noted as skipped, without a receipt.
- Create receipt now: creates the next date immediately, without waiting for the runner.
- Skip date: with a reason, without a receipt.
- End: After that nothing more is created. Subscriptions are never deleted; receipts and history remain as evidence.
The page updates itself through events when a subscription or one of its receipts changes. A reload is not necessary.
Webhooks
In the catalogue of outgoing webhooks there is ‘Recurring expense’ with the triggers ‘Subscription created’ and ‘Subscription paused, resumed or ended’. The receipts created report as ‘Incoming receipt’.