Exact Online: Installation & settings

Exact Online is a cloud-based accounting software for the Netherlands, with this app you can automatically synchronize your financial transactions and journal entries to Exact Online from Booking Experts.

In our App Store you can read more about what Exact Online can offer you.

How to install the app?

Go to the 'Available apps' index, and use the search bar to find the Exact Online app. Click the 'Install app' button.
Read more: Getting started with BEX App integrations

Complete the settings

1. Authorize Exact Online

What you'll do:

  1. Open the Exact Online app from your overview of installed apps.

  2. Select 'Authorize Exact Online' from the Commands dropdown

  3. Select the url with your country code (Netherlands/NL is the default)

  4. Click "Log in" to go to Exact Online’s login page

  5. Enter your Exact Online credentials

  6. Grant permission for Booking Experts to access your Exact Online account

  7. You will be redirected back with a confirmation message

Important Information:

  • You must have an active Exact Online account to authorize

  • Multiple country-specific authorizations can be created if needed

  • Your credentials are not stored—only the OAuth token is used for subsequent operations

  • If authorization fails, check your Exact Online account permissions

What happens after: Your Exact Online account is now connected and authorized. You can now proceed to create accounting configurations to specify which administrations and financial data to sync to Exact Online.

2. Create configurations

What you'll do:

  1. Open the Exact Online app from your overview of installed apps.

  2. Select 'Configurations' from the Commands dropdown

  3. Click "+ Configuration" to create a new accounting setup

  4. Complete the configuration form (you may need to save and then edit to access all settings):

    • Environment: Select which Exact Online account to use (if multiple authorizations exist)

    • BEX administration: Select which PMS administration this configuration applies to

    • Exact Online administration: Select your administration in Exact Online

    • General Journal: Select the journal for posting transactions synced from BEX

    • VAT code for no VAT: Select the default VAT code for transactions without VAT

    • Frequency: Choose synchronization frequency (daily or monthly)

    • Start Date: Define the start date for syncing transactions

    • End Date: Define the end date (optional)

    • Automatic Sync: Enable to automatically synchronize according to the above settings

    • Automatic closure of accounting periods: Enable to automatically prevent changes to PMS accounting data after synchronization

    • Sync delay: Set the number of days to delay synchronization, a buffer period to ensure all relevant transactions are logged

  5. Click "Save" to create the configuration

Important Information:

  • Each BEX administration should have its own configuration

  • Available choices for journal and VAT settings are taken from the connected Exact Online account

  • Automatic closure of accounting periods simplifies month/year-end processes

  • Sync delay helps ensure all transactions are complete before syncing

What happens after: Your accounting configuration is created and ready to activate. The synchronization of your administration’s financial transactions to Exact Online can now begin.

Daily operation

1. Manage configurations

What you'll do:

  1. Open the Exact Online app from your overview of installed apps.

  2. Select 'Configurations' from the Commands dropdown

  3. For each created configuration, you can see:

    • Name

    • Login environment (authorization base)

    • Active/Inactive status

    • Automatic sync status

  4. To view or edit, click on the configuration name

Important Information:

  • Only active configurations sync transactions

  • Inactive configurations are preserved with all settings intact

  • Each configuration independently controls its sync schedule

  • All settings can be edited

What happens after: You can view all your Exact Online accounting configurations and their status.

2. Activate / deactivate a configuration

What you'll do:

  1. Open the Exact Online app from your overview of installed apps.

  2. Select 'Configurations' from the Commands dropdown

  3. Open the relevant configuration

  4. Click the "Activate" button (Or, the "Deactivate" button)

  5. The configuration is immediately activated (Or, deactivated)

  6. You will see a confirmation message: "Successfully activated" (Or, "Successfully deactivated)

  7. If automatic sync is enabled, synchronization begins according to the schedule (Or, all synchronization is blocked, including manual synchronization)

Important Information:

  • Only one active configuration per administration is recommended

  • Deactivation is useful for temporary pauses or switching configurations

  • Reactivation doesn't require reconfiguring all settings

What happens after: If the configuration is (re-)activated, a manual synchronization is recommended. The manual synchronization button is found next to the "activate / deactivate” button.

3. Manually synchronize transactions

What you'll do:

  1. Open the Exact Online app from your overview of installed apps.

  2. Select 'Configurations' from the Commands dropdown

  3. Open the relevant configuration

  4. Click the "Synchronize" button

  5. You will see a confirmation message: "Synchronization started successfully"

  6. The system processes all new or updated transactions based on your settings

Important Information:

  • Manual sync can be triggered regardless of automatic sync settings

  • Sync includes all bookings, invoices, and financial entries within the date range

  • The system respects the configured sync delay (default: 7 days)

  • Automatic closure of accounting periods is triggered if enabled

  • The configuration shows the number of journal transactions synced

  • Errors are displayed with details for troubleshooting

  • Sync may take several minutes depending on transaction volume

What happens after: Journal entries are recorded in your Exact Online general ledger, and the next automatic sync will be scheduled according to the frequency settings.

3. Review journal transactions

What you'll do:

  1. From the Configurations list, open an active configuration

  2. Click "View" to access journal transactions by synchronization date range

  3. View more details by clicking on the start date:

    • Transaction date

    • Reference information

    • Amount and currency

    • Journal entry details

  4. Use search and filter options to find specific transactions by date or reference

Important Information:

  • Journal transactions represent all financial entries sent to Exact Online

  • Transactions include bookings, invoices, and other accounting entries

  • Transaction history is maintained for audit and compliance purposes

What happens after: You can verify all transactions have been properly synchronized. Financial reports can be generated in Exact Online using the synced data.

4. Resynchronizing failed or changed journal entries

What you'll do:

  1. From the Configurations list, open an active configuration

  2. Click "View" to access journal transactions and see any entries that were not synchronized or which need to be updated

  3. Click on the relevant journal entry to view any error message, which lists the failed lines

  4. Make the necessary adjustments in BEX PMS

  5. Resynchronize by clicking "Synchronize again"

Important Information:

  • Ensure that any existing entry to be replaced has been deleted from Exact Online first

Error messages

The most common error messages for Exact Online are listed here: Error messages Exact Online