Send invoices to your accounting package

Introduction

RentVisie can pass every finished invoice straight on to your bookkeeping, so nobody has to type it in a second time. The only accounting package it connects to is Exact Online, the Dutch bookkeeping program many rental companies use. Once the connection is set up, each invoice you finalise, each payment you record and each new customer are sent to Exact, and so is every vehicle cost with a supplier. The app keeps a log of anything Exact did not accept.

You work with it in three places. The Financials screen shows an Unsynced invoices banner with a To invoices button. The invoice list, headed Invoice, has a Sync button and a hidden Sync ID column. The screen headed Exact dashboard has a row of tabs, and its Logs tab lists every send that went wrong.

You come here when:

• Your bookkeeper says an invoice from last week is not in Exact.
• The daily overview shows the Exact errors banner and you want to clear it.
• The Unsynced invoices banner on Financials is showing a number and you want it back to zero.
• You entered an old invoice into Exact by hand, and the app keeps counting it as unsent.
• You are checking, at the end of the month, that everything reached the books.

Terms used on these screens. The screens use these words:

Every way an invoice reaches Exact

Use this page for invoices and for the Exact log. For a payment that did not arrive in Exact, use the payment page linked in the table.

How to use

Configuration

The connection is set up once per branch, usually together with RentVisie support and your bookkeeper, because you need details from Exact's own website.

Open the connection list. From the main menu open Admin → Settings, click the Integrations tile, and find the Exact Online card under Accounting & e-invoicing. Turn its switch on: the change is saved at once and the screen headed Exact Connections opens. Later, click Settings on the card (shown only while the switch is on) to come back here. The screen lists one row per branch, with the columns BranchName, is active and Division id, a Dashboard button, and a pencil icon and a bin icon at the end of the row. The bin icon deletes the connection.

Create or repair the connection. Click New Exact O auth connections, or the pencil icon on an existing row. The screen headed Exact integration walks you through five numbered steps:

1. Pick the Branch. At the step headed 1 Generate redirect url, click Click here to generate the redirect url. The Redirect url box fills in. If no branch is picked, the app says "Please populate the branch".
2. Register the app in Exact's developer portal using that address. Copy what Exact gives you into Client id, Client secret and Webhook secret.
3. Click Click here to initiate the integration. Exact's login page opens. Log in and allow access. You come back to this screen, and Access token and Refresh token are now filled in.
4. Type your administration number from Exact into Division id.
5. Set the optional switches in the table below. Set is active to Yes, then press Save.

Nothing is sent to Exact until is active is Yes, and it starts as No. The switch on the Exact Online card sets is active on every branch's connection at once: switching it off stops all sending, and switching it back on starts every connection again. It also decides whether the Unsynced invoices banner is shown. See Integration switches.

Skim the table once; you will come back to single rows when they come up. The switches on the Exact integration screen are:

Map your books. Back on Exact Connections, click Dashboard on the branch's row. On the Exact dashboard, press Sync on the General ledgers, Cost centers and Cost units tabs, so the app knows your Exact accounts. Then open the Key mapping tab and work through its five buttons:

Last, open the RentVisie Items tab and press Populate. You get one row for each kind of charge: vehicle classes, insurance, mileage packages, extras, fuel, fines and discounts, plus a Fallback row for any line that matches none of them. Transport legs use the rows of the extras they are set up as. A red cell in Synced or Grootboek means that kind of charge has no Exact item or ledger yet. Click the row's button to open it, then set Exact item (with Change Exact Item) and Exact general ledger. The cost centres and cost units are a separate, optional step; see Map your Exact cost centres and items.

Customers. Every customer must be known in Exact before their invoice can go in. When Exact already holds your customers, the Customers tab offers Link all customers to match them up and Import all customers to copy them in. After that, customers you create or change in RentVisie are sent to Exact when you save them.

Costs in Exact

A vehicle cost with a Supplier is sent to Exact as a purchase entry in the purchase journal. That happens when you save it, when you save a supplier invoice with several lines (one entry for all lines with the same supplier invoice number), and when the app adds a line from a planned cost. Each line goes to the ledger of its cost category, with the purchase VAT code that matches its VAT % (0, below your high rate, or your high rate). Depreciation lines and costs without a supplier are never sent. A supplier that has no Exact number yet is created in Exact first. Entering costs is described in Record what a vehicle costs you.

Three things must be set up first, or the send fails and a PurchaseEntry row appears on the Logs tab with the reason:

Failed purchase entries are tried again by the half-hourly run, like invoices. A supplier that is already in Exact but has no Financial accounting id in the app is created in Exact a second time. That number cannot be typed in on the supplier screen, so ask RentVisie support to fill it in before the first cost for that supplier. A cost your bookkeeper already entered in Exact should be saved with Save, already in Exact on the cost, so it is never sent. A cost that reached Exact can no longer be changed or deleted in the app.

Map your Exact cost centres and items

This step is optional. It lets Exact split your turnover and costs by vehicle class, vehicle or location. On the Exact dashboard:

1. Open the Cost centers tab and press Sync to fetch your cost centres from Exact. The list is limited to 1,000 items per sync. If the same cost centre appears twice, tick the extra copy and press Remove duplicates, which appears once a row is ticked. It deletes the ticked rows, without asking.
2. In the Link asset groups column, click Update (…) on a cost centre and pick the vehicle classes (the app calls them "asset groups") that belong to it. The button is green once something is linked and red while nothing is. The hidden columns Link assets (not recom.) and Link Location link single vehicles or a location instead.
3. Open the Cost units tab and press Sync. Link vehicles with Update (…) in the Assets column, and a location in the Locatie column. Asset Gr (not recomm.) is hidden.
4. On the Exact items tab, Sync fetches your Exact items, so you can pick them on the RentVisie Items rows.

For each invoice line and each cost, the app picks the cost centre and the cost unit linked to the vehicle first, then to its vehicle class, then to its location. Manual invoices only get them when they were made from a fine with a vehicle. Links you change apply to invoices and costs sent afterwards.

Before you start: everything on this page needs the company-administrator role. That covers the Financials menu, the invoice list, the Sync and Mark as synced buttons and every Exact screen. Other staff see the Exact errors banner on their daily overview, but its button does not open for them. Ask your company administrator.

Using the accounting sync

From the main menu open Financials. If the Unsynced invoices banner shows There are unsynced invoices: followed by a number, click To invoices. Otherwise click the Invoices tile. Both open the invoice list.

The steps use the classic invoice screen. On the new invoice screen, the Accounting card on the right shows Synced or Not synced yet, with Sync now and Mark as synced manually in place of Sync and Mark as synced.

1. Show the Sync ID column. Open the grid's column-visibility control, at the top right of the table, and switch on Sync ID. It stays on for you afterwards. A green cell means Exact has the invoice. A red, empty cell means it does not.
2. Send one invoice. Click the invoice to open it. At the top right, next to PDF, click Sync. It is shown only on a finalised invoice with an empty Sync ID. The invoice goes straight to Exact. No message appears; check Sync ID to see whether it worked.
3. Send several. On the invoice list, tick the invoices you want and click Sync above the table. The app sends them one per second, then reloads the list. Draft invoices and invoices that were already sent are skipped without a message.
4. Mark an invoice as already sent. Use this when the invoice is already in Exact another way, for example because your bookkeeper typed it in. Open the invoice and click Mark as synced, next to Sync. Sync ID changes to Marked as synced at once, with no confirmation and no undo. Nothing is sent to Exact.
5. Read the log. Go to Admin → Settings → Integrations, click Settings on the Exact Online card, and click Dashboard on your branch. Open the Logs tab. It has two sub-tabs. Action Required lists failed sends. Queued lists sends waiting for the next half-hourly run. Each row shows Transaction type, Status, Reference (the invoice number for invoices, the cost number for a PurchaseEntry), Error message and Content.
6. Retry one row. Click the row. The screen headed Exact Log opens. Fix the cause first (see Q&A), then press Retry (automatic). This rebuilds the invoice from the data as it is now, and the screen closes. If it worked, the row is gone from Action Required.
7. Retry a selection. On either sub-tab, tick the rows and click Sync selection. Each one is retried in turn, about half a second apart.
8. Drop a row you have dealt with. On Exact Log, Ignore deletes the row at once, without asking. It does not send anything and does not mark the invoice as sent. Use it only after the figure is in Exact, or after Mark as synced.

Leave Retry (manual) and the Submitted body box above it alone unless RentVisie support asks you to use them. It resends exactly what was sent the first time, without your corrections.

Key details

Sales invoice or sales entry. With SalesInvoice, Exact receives a real invoice document. If Auto process invoices is Yes, Exact finalises it straight away; otherwise it waits in Exact for your bookkeeper. With SalesEntry, the invoice goes straight into the sales journal as a booking, with no invoice document in Exact. Ask your bookkeeper which one they want before the first invoice is sent. The setting changes only invoices sent after the change. An invoice with a negative total goes in as a credit note.

Attaching the PDF. With Attach RV invoices on, each invoice PDF is uploaded to Exact when the app creates it, or else just before the invoice is sent. Only an invoice sent before any PDF of it exists arrives without the attachment.

Two attempts, then parked. A finalised invoice waits at least five minutes before the half-hourly run picks it up. That first send counts as attempt one. If it fails, the run tries once more, at least half an hour later. After the second failure the row's Status becomes ManualActionRequired and the app stops trying. A person has to fix the cause and press Retry (automatic). Each run handles at most 50 rows per company. When Automatically retry failed syncs is No, nothing waiting on the Queued tab is ever sent by itself.

Example: invoice 24518 for €605.00 is finalised at 10:02. The 10:30 run sends it and it fails with Customer not linked to Exact. The next run a full half hour later fails again and parks it as ManualActionRequired. You link the customer, press Retry (automatic), and the row disappears. Sync ID turns green.

What to do next: after the connection is set up, check the Unsynced invoices banner and the Logs tab once a day. Work Action Required first, because those invoices have already failed. Then check Queued for anything older than an hour.

Q&A

Why is an invoice missing from Exact, even though no error banner is showing? The Exact errors banner on the daily overview counts only rows with Status Failed. A row parked as ManualActionRequired makes that count go down, even though the problem is still there. The row is still on Action Required, and the invoice still counts in Unsynced invoices. Filter Status on that tab to find it.

How do I work out why a figure is missing in Exact? Work through these checks in order:

What does "Customer not linked to Exact" mean? The customer on the invoice is not in Exact, or the app does not know their Exact number. Open the customer. On the Other tab, Financial accounting id is empty. Open and save the customer to send them to Exact, or use Link all customers on the dashboard's Customers tab. Then press Retry (automatic).

What does "No Exact payment condition" mean? The customer's payment terms have no Exact code for this branch. The Content box reads No payment condition is mapped for this branch. Configure the Exact payment conditions mapping and retry. Fill in Update terms mapping on the Key mapping tab, then retry.

Why does every row suddenly say "Unauthorized" or similar? The connection to Exact has run out and must be authorised again. The app renews its access by itself, but it cannot do that once the stored access has expired completely. Open the connection with the pencil icon and click Click here to initiate the integration. Log in to Exact, press Save, then use Sync selection on Action Required. The link appears only when Client id, Client secret, Webhook secret and Exact api url are all filled in.

Why did a vehicle cost not reach Exact? Open the Logs tab and filter Transaction type on PurchaseEntry; the Reference is the cost number. The usual reasons are in the table under Costs in Exact. A cost without a supplier is never sent. Fix the setting, then press Retry (automatic) or wait for the next half-hourly run.

What does an invoice look like in Exact? Every invoice, journal entry and bulk payment describes the invoice the same way: registration | B-booking number | invoice number, for example 12-ABC-3 | B-1042 | AMS-2026-24518. The invoice number is your branch code, the year of the invoice date and the number, as on the invoice itself. For a fine invoice the booking part is replaced by the fine issuer id; parts that do not exist are left out. Each invoice line starts with the same text, followed by the line's own description, and a payment's journal line ends with | P- and the payment number. A fine invoice's description is cut to 50 characters by shortening the registration and issuer part; the invoice number is always kept whole.

Why did Sync do nothing? It gives no message either way. Check Sync ID. If it is still empty, the reason is on the Logs tab. If there is no log row either, the connection is not active, or no journal is filled in under Update Journals mapping.

I pressed Mark as synced on the wrong invoice. How do I undo it? There is no button to undo it, and the invoice will not be sent. Contact RentVisie support to clear the Sync ID.

Can I connect a package other than Exact, such as Twinfield or Snelstart? No. Exact Online is the only accounting package the app connects to. For other packages, use CSV Export on the invoice list. See Deleting and exporting invoices.

Related pages:

• Invoice a booking and Manual invoices: how an invoice is finalised, which is when it is queued for Exact.
• Credit notes: a credit goes to Exact the same way.
• Payment problems: sending a payment to Exact again.
• Set a customer's payment and invoicing terms: the terms that the terms mapping translates.
• Check your daily overview: where the Exact errors banner sits.
• Integration switches: turning Exact on or off.
• Record what a vehicle costs you: the costs that are sent as purchase entries.