By linking Exact Online to Rentman, you can automatically export your invoices to Exact Online. This process saves time and effort compared to manually exporting invoices to an Excel file from the Financial module.

Important: Invoices associated with private individuals in Rentman cannot be automatically exported to Exact Online. As a workaround, you can change the contact type for these individuals to Company.

Before linking Rentman to Exact Online, make sure that the contact numbers in both systems are aligned.

What data is exported?

• Ledgers
  Read our article on managing ledgers in Rentman.

Note: only ledgers are exported to Exact Online. The exported invoices do not contain data about specific materials or functions.

• Invoice information
  Invoices include all the financial information you’ve added in Rentman, which is required for a complete overview and proper functionality in your accounting software. This information includes VAT amounts, payment terms, invoice dates, and invoice numbers.
  
  
• Contact information of contacts related to the invoices
  The contact details related to each invoice are also exported. This includes the company name, contact persons, and contact numbers.
  Exact Online first attempts to match the contact based on the contact number. If no matching contact number exists in Exact Online, Rentman will automatically create a new contact with that number in Exact Online.

Note: Project information cannot be automatically exported to Exact Online. This means details such as the project name, project number, project costs, and other project-related data are not transferred automatically. However, this information can be included if you manually export invoices from the Financial module.

Important: Align customer codes

Before linking Rentman to Exact Online, make sure that the contact numbers in Rentman match the customer codes in Exact Online. If these values do not match for each contact or customer, invoices may be assigned to the wrong customers.

Linking Exact Online

First, make sure your contact numbers are aligned.

To link Exact Online, you need to fill in your Exact Online account details in Rentman. After that, configure your automatic export settings in Rentman.

Linking

1. Go to the Configuration module > Account > Integrations.
2. Click on Connect to Exact Online. And ensure your browser allows pop-ups.
3. Log in with your account.
   
   
4. After logging in, you can start setting up the automatic export.

Setting up

1. Go to the Configuration module > Account > Integrations.
2. In the Automatic export option, choose Manually
   - If you choose Manual, you will need to click on the Start export button to send your new invoices to Exact Online.
   Note: if there are no new invoices, this button will not be available.
   - If you choose the other option, Rentman can automatically send new invoices to Exact Online. You select all the days on which this should happen. New invoices will always be exported at 02:00 AM on the days you choose here.
3. Choose the correct Accounting Software Journal from Exact Online.
   
4. Next, you need to match your payment terms, ledgers, and VAT rates from Rentman with those in Exact Online. This is necessary because their names may differ.
5. Save your changes when you have matched all the fields.
   Tip: If you cannot click Save, the fields are likely not matched correctly. Please try again.

You can view the status of your invoices in the Invoices module.

Check the status of your invoices

When your invoices have been exported to Exact Online, you can check in Rentman if this has been done correctly. You do this as follows:

1. Go to the Invoices module.
2. Add the column: Export status to the overview.
3. In this newly added column, you can check the status of your invoices.

Troubleshooting

Rentman is linked to the wrong Exact Online account.
If you have multiple Exact Online accounts, Rentman will be linked to the account you most recently logged into. If this isn't the right account, do the following:

1. Go to the Configuration module > Account > Integrations.
2. Click the Unlink Exact Online button. The current link will now be broken.
3. Log in to Exact Online and switch to the correct account.
4. Link Rentman again, just like you did before.

My invoice has been exported, but it doesn't appear in Exact Online.
It may happen that an invoice couldn't be exported to your accounting software. In some cases, we can determine why this happens. You can check this as follows:

1. Go to the Invoices module.
2. Add the column Export note to the overview. 
3. In this newly added column, more information will appear if available.

Unfortunately, in every case, a clear cause cannot be identified for exported invoices that do not appear in Exact Online. Below is a list of known errors when generating invoices:

Known errors

• No customer has been added to the invoice.

FAQs