API integration · connecting existing systems
Exact Online integration: orders, contacts and invoices without retyping
Exact Online is the accounting package we are asked to connect most: shop orders as sales entries, CRM contacts as debtors, payment status back to a portal. For common combinations a standard connector exists in the Exact App Store; as soon as your own rules, your own portal or several administrations come into play, OmniTechs builds an integration on the Exact Online REST API, with recorded fields, error handling and maintenance. Send the names of both systems; the first assessment is free.
Door Sina Sadegh Esfahani · Practice page by OmniTechs in Groningen; amounts follow the current price contract · Beoordeeld op .
What does a Exact Online integration cost?
An integration between Exact Online and one other system with a documented API is agreed in advance as a fixed amount; the calculator on the API integration main page shows the starting price for your combination and number of data types. After that the quote is fixed, no hours afterwards.
If one of the systems is poorly documented, documents or emails have to be read first, or it is unclear which system leads, we start with a Solution Sprint of €1,250 excl. VAT: we test the connection for real and you receive a fixed build price. Recurring costs are limited to hosting of the integration layer and monitoring in a Care plan; licences for the systems themselves are paid directly to their vendors.
- Standard integration: fixed price after the calculator and a short intake
- Uncertain combination: Solution Sprint €1,250 excl. VAT, then a fixed quote
- Recurring: hosting of the integration layer and monitoring via Care
- First assessment free, within one working day
What moves to and from Exact Online?
The most requested data flows and what we record for each. You decide which system leads; we write it down.
| Data | Direction | Watch out for |
|---|---|---|
| Contacts (debtors, creditors) | CRM or shop → Exact | A customer must not be created twice: match on email, company number or customer ID |
| Sales orders and invoices | Shop or portal → Exact | The item must exist first; VAT code and ledger per product group |
| Payment status | Exact → portal or CRM | Bank transactions are matched in Exact; the integration reads the status back |
| Items and prices | Exact → shop | Which price list and which stock location leads |
| Projects and hours | Time tracking → Exact Projects | Only on Exact subscriptions with project administration |
Standard connector or custom?
The Exact App Store offers connectors for WooCommerce, Shopify, HubSpot, Mollie and many other systems for a fixed monthly fee. Choose one if your process fits: one administration, standard VAT, no custom rules. Custom work pays off when you connect your own portal or web application, run several administrations, want to enrich or validate data before it is booked, or connect a system without a connector. Often the smartest route is a connector for the standard part and a small custom layer for your exception.
How an Exact Online integration works technically
Exact Online exposes a REST API to which you grant access per administration through OAuth 2.0: you authorise the integration once in Exact and it renews its own access afterwards. Exact applies limits on the number of calls per app; a good integration batches requests and works with changes since the previous run instead of fetching everything again. Data depends on other data: first the contact, then the item, only then the order or invoice. That order, and the error handling around it, is the real work of an integration.
What you prepare
An Exact Online subscription with API access (not every package has it), a test administration or an agreement on testing in the live one, the VAT codes and ledger accounts per product group, and one person who may decide which system leads in a conflict. With the free mapping tool on the main page you can line up the fields in advance.
How it runs
Day 1: free assessment of systems and data flows. Week 1: field mapping, VAT and ledger agreements, test in the test administration. Weeks 2 to 4: build, tests with real orders, error messages and retries configured, go-live. Then monitoring through a Care plan or handover of code and documentation to your own administrator.
What to expect
- First assessment within one working day, free
- Field mapping as a document you can check yourself, with the free mapping tool on the main page
- Tests with real data in a test administration before the integration goes live
- Error messages someone on your team understands, with an owner and a retry
- Code, mapping and documentation are yours; maintenance via Care or in-house
Frequently asked questions
Do I need a special Exact Online subscription for an integration?
Yes, API access is not included in every Exact Online package. In the first assessment we check which subscription you have and whether an upgrade is needed; that is a licence matter with Exact, not part of our quote.
How long does an Exact Online integration take?
A one-way integration between two documented systems is usually live within two to four weeks, including tests in a test administration. Two-way traffic or several administrations take longer; the date is in the quote.
Can I connect several administrations?
Yes. Each administration authorises the integration separately; the rules for which order lands in which administration are recorded in the mapping.
What happens when Exact rejects an order?
The integration retries later and, after repeated failures, reports what is wrong in plain language: missing VAT code, unknown item, duplicate contact. Nothing disappears silently.
Can you take over an existing Exact integration?
Yes, after a free review of the code and the authorisations. Then you hear what taking over costs and what has to be cleaned up first.
Which system must talk to Exact Online?
Send the name of the other system, the data that must move and how many administrations you run. Within one working day you hear whether a connector is enough or custom work pays off, and what it costs.