Exact Online integration: automatically create invoices after every online payment

As a business owner, you want two things: to get paid quickly and to keep your accounting in order. But between receiving an online payment and creating the corresponding invoice in Exact Online, there's often an annoying manual step. Someone has to notice the payment, look up or create the customer, select the right VAT rate and send the invoice. That takes time. And time is money.

Not anymore. Payit connects directly with Exact Online via a secure OAuth connection and automates the entire process from payment to invoice. In this article, you'll learn how it works, what it gets you and how to activate the integration in just a few clicks.

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The problem: payment and invoice are disconnected

Many companies and organisations use Exact Online as their accounting package. They process invoices, track customers and generate reports. But when payments come in via a webshop, event platform or payment link, someone has to manually bridge the gap between that payment and Exact Online.

The classic scenario:

1. Customer pays online
2. You or a colleague spot the payment in the banking app
3. Manually log in to Exact Online
4. Look up or create the customer
5. Draft the invoice with the correct products and VAT rate
6. Send the invoice

That takes at least 5 to 10 minutes per payment. With dozens of payments per month, that quickly adds up to hours of manual work. And errors creep in: wrong VAT rate, typo in the customer name, forgotten invoice.

The solution: Payit u00d7 Exact Online

Payit integrates directly with Exact Online. As soon as a customer pays online via Payit - by Bancontact, credit card or any other payment method - the following happens automatically:

1. Customer is created or looked up - Does the customer already exist in Exact Online? The invoice is linked to their file. New customer? Exact Online automatically creates the customer profile based on the details entered at checkout.
2. Invoice is created - The invoice contains all purchase information: product name, description, price and the correct VAT rate. No manual entry, no room for errors.
3. Correct VAT rate is applied - Whether it's 6%, 12% or 21%: Payit applies the VAT rate that belongs to the product or service. Fully compliant with Belgian VAT regulations.
4. Invoice is immediately available in Exact Online - Your accountant sees the invoice straight away. No manual input, no pile of receipts to process at the end of the month.

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How do you set up the integration?

You activate the integration via the settings in your Payit account. You connect to Exact Online via OAuth - the secure industry standard for linking applications without sharing passwords.

Three steps:

1. Go to Settings in Payit and select the Exact Online integration.
2. Click u201cConnect to Exact Onlineu201d - you're redirected to the Exact Online login page. Log in with your existing Exact Online account and grant Payit permission.
3. Done. From that moment on, everything runs automatically. Every payment received via Payit generates an invoice in Exact Online.

No IT knowledge required. No lengthy configuration. Average setup time: under 5 minutes.

Who is this integration useful for?

The Payit u00d7 Exact Online integration is ideal for:

• Businesses selling products or services online that want to generate correct invoices automatically without administrative overhead.
• Training and education centres that manage registrations and payments via Payit and want invoices sent directly to participants.
• Event organisers who want to create an invoice for every ticket purchase or registration.
• Associations and non-profits that invoice membership fees or activities and keep their accounting in Exact Online.
• Any organisation that wants to save time on manual bookkeeping.

What does it get you in practice?

Let's be honest about the impact. Say you process 80 payments per month. Without the integration, each invoice takes an average of 7 minutes of manual work. That's 560 minutes - nearly 10 hours a month of repetitive data entry.

With the Payit u00d7 Exact Online integration: 0 minutes. Everything happens automatically, immediately and without errors.

On top of that:

• Fewer errors - No wrong VAT rates, no typos in customer names, no forgotten invoices.
• Faster accounting - Your accountant works with real-time data. No pile of documents to process at the end of the month.
• Better cash flow - Invoices are created immediately after payment. Your administration never falls behind.
• Professional image - Customers immediately receive a correct, neat invoice. That inspires confidence.

We process more than 100 payments a month through Payit. Previously our bookkeeper had to enter all of them manually in Exact Online. Now everything is automatic. We estimate we save at least half a working day per month, and the chance of errors is virtually zero.

- Director of a Belgian training centre

Security and privacy

The connection between Payit and Exact Online runs via OAuth 2.0 - the same technology used by banks and major tech companies to securely link applications. You never share your password with Payit. You only grant targeted permission for creating invoices and customers. That permission can be revoked at any time.

All data is processed in accordance with GDPR and Belgian privacy legislation.

In summary: what the Exact Online integration does

• Automatically creates an invoice after every online payment via Payit
• Automatically creates or looks up the customer in Exact Online
• Correct VAT rate (6%, 12% or 21%) applied automatically
• Product information and purchase details included in the invoice
• Secure connection via OAuth 2.0 - no password sharing
• Set up in under 5 minutes

No more manual data entry. No errors. No backlog in your accounting. Just: get paid and let your administration take care of itself.

  Activate the Exact Online integration - get started for free with Payit.