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Connecting Exact Online to OutSmart

1. Core Integration Philosophy

The integration is architected with Exact Online as the leading system. This means master data—such as relations, articles, and other core information—should be managed in Exact and then synchronized to OutSmart to maintain data integrity.

2. Pre-Activation Checklist

Before beginning the activation process, ensure the following conditions are met:

  • Permissions: You must have the correct administrative permissions within Exact Online to authorize the link.

  • Licensing: Exact Online integration must be ordered through the OutSmart license manager.

  • Modules: When ordering, you must select the modules that match your Exact Online subscription (e.g., Hours & Invoices, Trade, Project Management, or Production).

3. Step-by-Step Activation Process

  1. Navigate to Integrations: In the OutSmart BackOffice, go to Settings and search for Software Integrations.

  2. Open Settings: Click on Open Settings next to the Exact integration.

  3. Authorize: A second window will open requiring you to log in with your Exact Online credentials.

  4. Select Administration: Choose the specific administration you wish to link. Note that only one Exact administration can be linked to a single OutSmart account.

  5. Enable Features: The integration settings will initially be greyed out. Click the icons to turn them blue and enable specific sync features (Materials, Relations, etc.).

4. Key Configuration Settings

General & Export Logic

  • Standard Status: You can select a specific work order status in OutSmart that triggers a manual export. Selecting this disables automatic synchronization.

  • Export Success Status: Define which status the work order should automatically transition to in OutSmart after a successful export to Exact.

Sales & Invoice Sync

  • Export Triggers: You can define different triggers for different needs, such as exporting "materials and hours," "materials only," or "PDF only".

  • Important: Do not assign the same OutSmart status to multiple export triggers, as this causes system conflicts and potential data loss.

  • Mapping: Tags allow you to map specific fields in OutSmart to corresponding fields in Exact (e.g., mapping the OutSmart "Description" to the Exact "Description").

Material & Ledger Management

For successful invoicing, materials must be linked to a Grand Ledger Account (GLA).

  • Manual Method: You can set the GLA field to a free field in OutSmart and manually enter the ledger numbers.

  • Import Method (Recommended): Set the GLA field to "Material/Hours type GLA free field" and perform a manual import from Exact to ensure all materials are immediately ready for invoicing.

5. Troubleshooting Common Issues

  • Token Expired: If exports fail, you may need to re-authorize the connection by logging back into Exact via the Software Integrations settings.

  • Missing Options: If certain settings are missing, verify that you have the correct OutSmart licensing plan and that the corresponding Exact module was selected during setup.

  • Inconsistent Conditions: Ensure that payment conditions (e.g., 14 days vs. 30 days) are set identically in both OutSmart and Exact to avoid export errors.