Connecting Exact Online

With the connection, every invoice and credit note you send lands in your Exact administration. What your customer pays, you see back in meetpiloot. Read Connecting your accounting software first for how connecting and booking fit together.

Connecting

1. Open Exact Online.

   Go to IntegrationsAccountingExact Online and click Connect Exact Online.

2. Sign in to Exact and choose your administration.

   Exact asks whether meetpiloot may access your administration. Choose the administration in which you book your sales invoices.

3. Choose your bookings.

   Back in meetpiloot you choose the Revenue account, the Sales journal and the VAT codes.

VAT codes

For every VAT rate on your invoices you choose the code in Exact. meetpiloot sends prices excluding VAT and, where needed, adds a 0% rounding difference line ("Afrondingsverschil"). That way the total in Exact always matches your invoice to the cent.

Choose the exclusive code for each rate. If an inclusive code is selected, use Use exclusive codes. With the connection Exact calculates from the net amount anyway; with the exclusive code the booking in Exact shows how it was really calculated.

VAT code for the rounding difference. Here you choose which code the Rounding difference line gets. meetpiloot suggests the domestic 0% code (or no VAT). Never choose a code for intra-EU supplies (ICP) or export: the difference would land in the wrong box of your VAT return. If you choose one anyway, you see a warning. Leave it on Same as 0% VAT and meetpiloot uses the code you picked for 0%.

Revenue per VAT rate

Does your accountant book revenue per rate on its own account, for example 8000 for 21%, 8010 for 9% and 8020 for 0%? Then pick the revenue account for each rate under the VAT codes, at Revenue per VAT rate. Your VAT return then reconciles per account. If you leave Same as above, that rate goes to the revenue account you pick at the top, as before. A deposit deducted on the final invoice goes to the account of its own rate. You can only pick an account for a rate that has a VAT code, and the list only shows revenue accounts. The Afrondingsverschil line goes to the account of the rate with the same code, usually 0%.

Items

Exact requires an item on every invoice line. The description and price on the line come from meetpiloot. The item decides where Exact counts the revenue per product.

• Default item: required. For lines without their own product, such as a separate line, a discount or a price adjustment. If you do not have a sales item in Exact yet, create one, for example Miscellaneous, and click Reload the list.
• Create an item in Exact when a product has none yet: meetpiloot creates an item per product, with the product name as description, your VAT code and no sales price. If Exact already has an item with the same code, meetpiloot links that one instead of creating a second.
• Per product: link a product to your own item in Exact, or leave it on the default item.

If you change a link, it applies to new invoices. Booked invoices stay as they are. A credit note uses the same items as the invoice.

Your invoice PDF in Exact

meetpiloot attaches your own invoice PDF to the booking in Exact. Your accountant therefore sees the invoice exactly as your customer received it.

Payments

Switch on Book payments from meetpiloot in Exact Online to also put payments you record in meetpiloot on the invoice in Exact. These are payments via Mollie, deposits and invoices you mark as paid by hand. meetpiloot never books more than is still outstanding in Exact.

Under Book payments in you choose a cash or bank journal. A suspense account for Mollie keeps your bank clean.

Which payments do you book in Exact? By default Only Mollie (recommended) is on: meetpiloot then books only payments via Mollie, in the journal you choose under Book payments in. An invoice you mark as paid by hand is then not booked in Exact by meetpiloot. That payment reaches Exact through your bank feed, and your accountant matches it to the invoice there.

Where do manual payments land? If you choose Mollie and manual or Only manual, you also pick a Journal for manual payments. Every payment you mark as paid yourself goes into that journal, on the invoice. Never into the Mollie journal: meetpiloot refuses the same journal for both. Pick a cash or bank journal of its own, not the one of your bank feed. meetpiloot has no bank evidence for a manual payment, so your accountant clears it there against the bank line once that comes in. Without that journal meetpiloot books no manual payments and the payment shows Action needed. If the same payment later also lands on the invoice through the bank feed, meetpiloot does not record it a second time; the invoice shows Check with the amount Exact sees as overpaid, so your accountant removes one of the two.

A payment from a source you do not choose is skipped. Under Book payments in, do not pick the journal of your bank feed: every payment would show up twice. Create a separate journal for Mollie in Exact and pick that one.

Matching. meetpiloot matches a payment it books in Exact against the invoice itself, usually within fifteen minutes, also when you have not processed the entries yet. Until then the invoice and the payment show as two lines under Outstanding items. If you match a bank line without an invoice number to an invoice yourself, meetpiloot sees that invoice as paid afterwards. A part payment is matched once the invoice is paid in full. If matching does not work, the invoice in meetpiloot shows Matching needed. Then match the payment yourself under Outstanding items.

Deposits. If your customer pays the deposit by bank transfer and your accountant matches it to the invoice in Exact, meetpiloot sees that as the first money on that invoice. If it is at least the deposit, the deposit shows as paid in meetpiloot. With a deposit invoice the deposit goes on the deposit invoice: meetpiloot books it as an invoice of its own and matches the deposit against it.

Mollie in its own journal. Preferably book Mollie payments in a separate cash or bank journal for Mollie, not in the journal of the bank account your bank feed comes into. Otherwise the same payment arrives a second time through the bank feed. meetpiloot books your customer's payment, not Mollie's fees and not the payout to your bank: your accountant books those.

Written off or settled in Exact. meetpiloot only marks an invoice paid when Exact sees money actually come in on it, through cash or bank. If an invoice is written off in Exact, cleared with a general journal entry or settled there with a credit note, the invoice in meetpiloot shows Check, with the amount. meetpiloot never records that as a payment. The payment date is the entry date in Exact.

Credit notes. meetpiloot matches a credit note from meetpiloot in Exact against the invoice it corrects, once the two net to zero. If a small difference stays open, the credit note shows Matching needed.

When Exact refuses an invoice

If Exact refuses an invoice, the invoice shows what is wrong and what to do, with Exact's own message below it. For example a closed period, a financial year that does not exist yet (Create financial year 2027 in Exact), a blocked customer or VAT code, or a user who lacks a right. Fix it in Exact and click Try again. If an invoice stayed Open in Exact, trying again processes that same invoice; no second one is made.

Exact books invoices in euros only. meetpiloot does not book invoices with reverse-charge or intra-EU VAT automatically yet: book those by hand.

Switching administration

If meetpiloot has already booked invoices in your administration, they stay with that administration. When you reconnect, meetpiloot keeps the administration those invoices are in, as long as your login can reach it. If it no longer can, meetpiloot refuses the connection: their payments would otherwise be looked for in the wrong administration. If you want to switch anyway, choose Archive old bookings and switch on the Exact page. You go to Exact again to pick the new administration. The bookings in the old administration are archived: you still see them on the invoices, but meetpiloot no longer books or checks anything there, and payments still waiting for the old administration are no longer booked. You need the Manage bookkeeping right for this. Without booked invoices you can pick another administration freely; then choose the VAT codes, account and journal again and switch payment booking back on.

Disconnecting

After disconnecting, remove meetpiloot's access in Exact under your app settings. Whatever is already booked stays in Exact.