Question 1

What accounting tasks in Exact Online can be automated through integrations with other tools?

Accepted Answer

Common automation targets include syncing invoice data from sales systems into Exact Online, automatically recording journal entries based on transactions from connected apps, and pushing Exact Online financial records into reporting or analytics platforms. You can also automate the creation of recurring invoices, movement of inventory adjustments, and export of account balances to external systems. However, complex multi-step reconciliations or approval workflows within Exact Online itself typically require manual intervention or custom logic.

Question 2

How does data move between Exact Online and other business applications?

Accepted Answer

Exact Online connects to external tools via APIs that allow structured data such as invoices, line items, contacts, and account information to flow in and out. Incoming data typically enters through mapped fields that match your Exact Online chart of accounts, contact records, or product inventory. Outgoing data exports transaction history, financial statements, or ledger details to downstream systems. The direction and format of data flow depends on your integration setup, but mismatches between field definitions or currency codes in Exact Online versus connected systems can cause data to fail validation or import with errors.

Question 3

What are common issues when automating processes that write data to Exact Online?

Accepted Answer

Exact Online requires properly formatted and complete data to accept imports, including correct account codes, contact references, and transaction types. If required fields are missing or reference non-existent records in your Exact Online database, the import will reject or partially fail. Another gotcha is that certain operations, such as editing already-posted transactions or modifying locked periods, cannot be automated through the API and must be handled manually. Additionally, simultaneous writes from multiple integrations can create duplicate records if the automation logic does not check for existing entries before creating new ones.

Question 4

How should we organize our Exact Online setup to make automations reliable?

Accepted Answer

Structure your chart of accounts, contact lists, and product catalog with consistent naming and coding before connecting automation tools, since integrations depend on matching these reference records accurately. Define clear workflows for what data enters Exact Online, from which source, and in what order to avoid conflicts. Use a test environment or separate division in Exact Online during setup to verify that automated transactions post to the correct accounts and periods. Document which fields in Exact Online are source-of-truth versus receive data from external systems, so automations do not overwrite critical information with stale or incorrect data.

Automate the manual work in Exact Online

Exact Online by the numbers

Top 5 Exact Online friction points when done manually

Reconciling Exact Online bank feeds manually

Duplicate invoice entry in Exact Online

Exact Online journal entries from spreadsheets

Month-end Exact Online account reconciliation

Exact Online customer payment tracking gaps

What you can automate in Exact Online

Add new projects in Yoobi CRM to Exact Online

Create items in Exact Online when new products in WooCommerce are added

Create new Exact Online accounts when new customers are added in Stripe

Create or update Klaviyo profiles for new or updated contacts in Exact Online

Create or update Klaviyo profiles when new or updated accounts happen in Exact Online

Find and mark Yoobi invoices as paid for new bank transactions in Exact Online

Tools commonly connected to Exact Online

Exact Online Automation questions

Ready to automate your work in Exact Online?