How to easily integrate e-boekhouden with TimeChimp and import customers, create invoices, and generate sales entries.
Table of Contents
About Exact Online
Exact Online is an all-in-one online business software platform that helps companies manage their finances, inventory, projects, and more. It provides efficient tools for invoicing, accounting, inventory management, and sales. With real-time insights and integration capabilities, Exact Online simplifies and streamlines business operations management.
Activating the Integration
To establish a connection with Exact Online, go to Settings (gear icon) in the main menu -> App Center and click on the Exact app. You can activate it for free.
During the activation process, you will be redirected to Exact to enter your login credentials and grant TimeChimp access.
Once you have successfully completed this step, you will be redirected to the Exact settings page in TimeChimp (Settings -> Exact). Fill in all the settings as completely as possible.
Items
In Exact, you can create items, which will link the associated invoice lines directly to the correct revenue account. In TimeChimp, you can choose a default item on the Exact settings page.
Note: Only items marked as shareable in Exact will be displayed here.
You can also link an item to an activity or an expense category (in Administration). When you record hours on this activity and create an invoice, the invoice lines will automatically be linked to the appropriate item.
In the Exact settings (Settings -> Exact), you can set a default item from Exact Online. This can also be done per activity and/or expense category. The rules will be linked when creating an invoice and sales entry. You can then link the general ledger account and VAT percentage to the item (which must be set as shareable in Exact).
If you receive the notification "Required: general ledger account," it means that you haven't set a general ledger account for revenue on the item in Exact. To resolve this, go to the relevant item in Exact, edit it, and set the general ledger account for revenue (bottom right).
Importing Customers
When you have a connection with Exact Online, you can import all customers from Exact by going to Settings -> Import in TimeChimp. You can then view them in Contacts -> Customers.
The connection is made based on the customer number field in TimeChimp, which must match the customer number in Exact.
The connection is made based on the customer number field in TimeChimp, which must match the customer number in Exact.
There is also an option to set up automatic nightly imports of your customers by going to Settings -> Exact.
The following fields are imported:
VAT (standard 21%)
Customer number
Customer name
Adres, zipcode, city and Country
Telephone number
VAT ID
Chamber of Commerce number (KVK)
Payment term
Alternatively, you can choose to create your customers in TimeChimp first. When creating an invoice in Exact Online, it will automatically create the customer in Exact if it doesn't already exist.
The following fields are exported:
Name
Invoice adres, zipcode and place
Telephone number
VAT id
Chamber of Commerce number (KVK)
Website
Standard created as customer
Creating Invoices
You can easily create an invoice from all the hours, expenses, and trips in Exact. Go to Overviews -> Hours, select the hours (or expenses/trips), and choose Actions -> Invoice in Exact.
You can also invoice your customers/projects in Exact Online from Overviews -> Uninvoiced. This can be useful for projects with subscription or fixed pricing as the billing method.
The following fields are passed through:
-The invoice reference is transferred to the description of the invoice in Exact.
-The article code is displayed as the journal.
-Quantity
-Price
-Invoice lines
-Invoice date
-Due date
Creating Sales Entries
If you want to use TimeChimp's invoice module, create your invoice here and then, after sending the invoice to the customer, create a sales entry in Exact.
You can do this under 'Invoices' (select the invoices) or directly from the invoice. Choose Actions -> Create Exact Sales Entry.
Note that the invoice must be sent before this button becomes visible.
If you encounter the error code "Forbidden" when creating a sales entry, it means that the user with whom you logged in to TimeChimp does not have sufficient rights.
The following fields are passed through:
-startdate
-Due Date
-Invoice Number
-Quantity
-Price
-The article code is displayed as the journal.
-Invoice lines