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How does the Exact Online integration work?

Exact Online is one of the accounting software packages that Robaws has a direct integration with.
Thanks to the API integration between Robaws and Exact Online, these packages work together seamlessly.
You can prepare your entire bookkeeping from Robaws, so that it is taken over one to one in Exact Online.

To be able to use the integration with Exact Online, you need to have an 'office profile'. A 'client profile' does not allow you to connect to the API.

Jump straight to:

What you can do with Exact Online

The integration between Robaws and Exact Online supports a great deal, which makes using it very advantageous:

Activating the integration

You activate the integration via settings > integrations > Exact Online.
You go through the following steps:

Click on 'connect with Exact Online'
Enter your Exact Online credentials
Choose the company from Exact Online that you want to link to Robaws

Once you have completed these steps, the integration between Robaws and Exact Online is in place. You can now take the steps described below.

If you have several companies, you can set up a separate integration for each company individually by clicking on 'default' in the top left of the settings

Steps before first use

Once you have completed the steps above, the integration between Robaws and Exact Online is in place. That does not mean you can export sales invoices and incoming invoices straight away.
Before you can use the integration, there are a few crucial steps left to complete:

Importing GL accounts
Linking VAT tariffs
Linking payment conditions
Linking journals

Importing GL accounts

Do you work with several companies? Then the imported GL accounts are linked to the correct company: a GL account that is imported for a specific company is only available for that company, and GL accounts that are not linked to a specific company remain available for all companies. You will find more explanation in Using GL accounts.

As soon as you have activated the integration with Exact Online, the GL accounts from Exact are imported into Robaws automatically. This does not happen instantly, but is carried out during the first synchronisation between Robaws and Exact.
You can also choose to synchronise them manually. You do this via settings > general > GL account and the Import from accounting software action button at the top.

Once the GL accounts have been imported, you can link them at line level in your sales invoices and incoming invoices. When you export to Exact, these GL accounts are sent along.

Importing/synchronising GL accounts

Linking VAT tariffs

To be able to export invoices to Exact, it is important that the VAT tariffs in Robaws are linked to the correct VAT tariffs in Exact.
That way we know which VAT tariff to book on.

You link a VAT tariff as follows:

Go to settings > general > VAT tariffs
Open the VAT tariff in Robaws that you want to link to a VAT tariff from Exact
Click on the pencil next to 'Exact Online'
Click on 'not defined'
Look up the correct VAT tariff from Exact and click on link

Linking payment conditions

To be able to export invoices to Exact, it is important that the payment conditions in Robaws are linked to the correct payment conditions in Exact.
That way we know which payment condition to link to the invoice in Exact.

You link a payment condition as follows:

Go to settings > general > payment conditions
Open the payment condition in Robaws that you want to link to a payment condition from Exact
Click on the pencil next to 'Exact Online'
Click on 'None'
Look up the correct payment condition from Exact and click on 'link'

Linking journals

If you have one shared journal for sales invoices and credit notes, you can set the code in the Exact Online settings.
If you work with several journals, for example one for sales invoices and one for credit notes, you have to make sure the integration runs correctly by entering the Exact Online journal code in each journal.
You do this via settings > general > master data > journals > enter the Exact Online journal code for each journal.

Exporting invoices to Exact Online can return an error message for various reasons. On this page you will find an explanation of the error message as well as the possible solutions.

Tip: it is also possible to link your customers and suppliers to the correct ones from Exact. You can do this to be 100% certain that the correct customer or supplier is selected. If you do not do this, we will link to the correct customer/supplier automatically and create one if necessary.

Settings

Setting	Explanation
Default GL accounts	These default GL accounts are used when exporting the invoice to Exact Online. You can assign a different GL account to a customer/supplier/item. You can also set a different GL account manually on the invoice lines.
Default sales and purchase journal	Here you can set the default journal for sales invoices or incoming invoices. If you have several journals in Robaws, you can enter this code in the journal concerned in the settings.
Sync payment status of sales invoices and incoming invoices	Here you can set whether you want the payment status for sales invoices or incoming invoices to be synchronised from Exact Online to Robaws.
Exact Online assigns entry number	Exact Online assigns a numbering to the invoice itself. In that case the invoice number from Robaws is not sent along as the entry number.
Use cost centres for invoice and incoming invoice	Using the projects as cost centres in Exact Online.
Use cost units for invoice and incoming invoice	Using the activities as cost units in Exact Online.
Update customer and supplier data in Exact Online	The customer's/supplier's data is updated in Exact Online when exporting from Robaws.
Robaws manages payment conditions	If this is activated, Robaws is in charge of the payment conditions and Robaws will amend a linked payment condition in Exact Online OR create a payment condition if it is not known.

Updated on: 09/09/2026

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