By linking Simplicate to Exact Online, debtors, sales invoices, and payments are automatically synchronized.
​

This allows you to fully manage your debtors from within Simplicate. Additionally, you can link revenue groups in Simplicate to general ledger accounts in Exact, ensuring that invoices are recorded correctly right away.

All (credit) invoices sent from Simplicate can be automatically synchronized with Exact, allowing you to handle your accounting there. When an invoice is marked as paid in Exact, Exact will automatically update this status in Simplicate.

The integration works via an API, with the connection secured by an SSL certificate. To connect Exact to Simplicate, an Exact user with administrator rights on the account where the administration is located is required.

Is your administration part of an overarching account managed by your accountant? Then it is recommended to set up the integration together with your accountant.

To activate the integration, go to Simplicate and navigate to Settings > Account > Add-ons, Integrations & Connections > Accounting Integration, then click on Exact Online.

After the integration is established, you will be taken to a screen where you will link certain fields in Simplicate to fields in Exact. These settings determine how the invoice should be recorded in Exact:

Link the VAT codes used in Simplicate to the correct VAT code in Exact.
​Note: Use VAT codes excluding VAT!

Set the correct payment terms
Use the Default payment term as the standard and fallback. All other payment terms can be linked here to the corresponding payment terms in Exact Online.

Use this account as the default and fallback
This determines which general ledger account invoice lines are booked to by default. You can always override this setting (see below). This account is also used as a fallback if Exact does not recognize the revenue group from Simplicate.

Use this cost center as the default and fallback
(Optional) This determines which cost center invoice lines are booked to by default. You can always override this setting (see below). This cost center is also used as a fallback if no alternative cost center is specified.

Optional: Link general ledger accounts per VAT code
If you want to journal revenue per VAT code on a separate general ledger account, you can link the VAT percentages of the revenue to the correct general ledger account in Exact here.
For example, if an invoice is sent from Simplicate with a 9% VAT rate on an invoice line, the revenue will be booked to the general ledger account associated with that percentage.

Optional: Link general ledger accounts per Simplicate revenue group
By linking Simplicate's revenue groups to the correct general ledger accounts in Exact, revenue per revenue group will be journalized on its own general ledger account in Exact.

A general ledger account must meet certain requirements before it becomes available in Simplicate. Please check the following:

If a new general ledger account is added, it may not appear immediately. Clearing the cache can affect the data displayed in the accounting integration. After clearing the cache, the new general ledger account will be visible in Simplicate.

To clear the cache:
Go to the accounting integration in Simplicate and click Options > Clear Cache.

Optional: Link cost centers per Simplicate revenue group
By linking Simplicate revenue groups to the correct cost center in Exact, revenue per revenue group will be journalized in the appropriate cost center in Exact.

Relations in Simplicate are automatically compared with debtors in Exact based on their name. Here, you can manually link a Simplicate relationship to an existing relationship in Exact. If no suggestion is displayed, it means the relationship is new and will be created in Exact when the first invoice is processed.

Invoices sent from Simplicate can be forwarded to Exact with a single click. To do this, go to the Invoices module and then navigate to the Accounting tab:

You can select one or multiple invoices and forward them to Exact. During this process, you can specify the period in which you want the invoice to be recorded in Exact:

This is especially useful if, for example, you have sent an invoice dated November 1st, but it should actually be recorded as revenue for October.

Note: Simplicate only sends the invoice link to Exact Online. Therefore, you cannot view the PDF of the invoice directly from Exact Online.

Note: To use a different booking date, the Period Date Control in Exact must be set to "Optional". Otherwise, the period will always be linked to the invoice date. This setting can be adjusted in Exact under the administration settings.

It is possible to prevent invoices from being sent to the accounting system. This can be useful for invoices that have already been processed in the accounting system.

By default, all invoices are listed under "Ready to Process" in the Accounting tab. Here, you can select the invoices you do not wish to send to the accounting system and choose the "Ignore" option.

When you choose not to forward the invoice to the accounting system, this action is automatically logged on the invoice's timeline.

The invoice will then appear in the Accounting tab under "Ignored".

The accounting integration between Simplicate and Exact checks the outstanding transactions list in Exact. When outstanding transactions in Exact Online are cleared, these invoices will be registered as paid in Simplicate the following morning. This is because the accounting software (Exact) synchronizes with Simplicate every night.

If an invoice is not yet marked as paid in Simplicate, it is likely because the invoice is still on the outstanding transactions list in the accounting system.

Payments in the accounting system are forwarded to Simplicate once per night. If you are sending invoice reminders, click on "Options" > "Update Payments" in the top-right corner of the open invoices overview.

By doing this, you ensure that the invoices in the overview reflect the current payment status and that you do not send unnecessary invoice reminders. Using "Update Payments", you can pull payments from your accounting system every two hours.

If you have multiple company profiles in Simplicate, it is possible to link them to different Exact administrations. The condition is that the administrations must be part of the same Exact license. In this article, you can learn more about adding a new administration to your accounting integration.