Draft invoices in Exact Online

Coming soon. Propozit's app for Exact Online is waiting for Exact's approval, so you can't set this up yet. This article describes how it will work.

When a client fully signs a proposal, Propozit can add a draft sales invoice to your own Exact Online administration. Nothing goes to your client: you check the invoice in Exact and send it from there.

It is on the Team and Agency plans. Before billing starts, and during the 90 days of Agency that existing organizations get, every organization can use it. For now it works with Exact Online in the Netherlands and Belgium. Owners and admins set it up; everyone in the team sees the result on the proposal.

What happens when a proposal is signed

Once the last signature is in, Propozit makes the invoice within about a minute. It looks for your client in Exact as a relation: first the relation it used before for this client, then the signer's email on a contact person or a relation, then the client's company name. If it finds exactly one, it uses that. If it finds none, it adds a new customer relation with the client's company name (or the signer's name) and the signer's email.

Only proposals signed after you set it up get an invoice. The proposal's Activity shows Draft invoice in Exact Online with the invoice number and Open in Exact.

What goes on the invoice

It holds what was due at signing.

• No payment plan: every one-off line as it was signed, each with its quantity, plus a line for the plan surcharge or the proposal discount when there is one. When the proposal also has a yearly price paid in instalments, its first instalment is its own line.
• A payment plan, such as a deposit or milestones: one line for the first payment, such as "Deposit (30%): Website redesign".
• Monthly lines are never invoiced. When nothing is due at signing, there is no invoice, and Activity says so.

Amounts go to Exact without VAT, and Exact adds the VAT with the code you chose. If Exact's total differs by a cent from the signed total, Activity says so, so you can check it. The invoice's description is the proposal's title, its reference is the payment reference your client saw on the Pay card, and the remarks say who signed and when. The invoice date and payment terms are Exact's own defaults for that relation.

Set it up

Owners and admins do this once.

1. Open Settings → Payments, go to Draft invoices in Exact Online, pick the country of your Exact Online and select Continue to Exact Online.
2. Sign in to Exact Online and allow Propozit.
3. Back in Propozit, pick the company (Exact calls it a division) and select Use this division.
4. Pick the Sales journal, a Default item for every line (Exact takes the revenue account from it), and a VAT code for each of your VAT rates. Only codes with the same percentage are offered. Select Save.

Check tests the sign-in. If Settings says Not available yet, Propozit's app is still waiting for Exact's approval in your country.

When something goes wrong

Activity says why an invoice could not be made. Owners and admins also see Exact's own message when Exact refused it. Fix the cause, for example a VAT code in Settings, then an owner or admin selects Retry. Retry works only on a failed invoice. A signed proposal in Trash still gets its invoice, but Retry and Choose a relation don't work while it is in Trash: restore it first.

Several relations match: Propozit never guesses. Select Choose a relation, pick the right one and select Use this relation. Propozit remembers it for that client and tries again.

Sign in again: Exact ends a sign-in that has not been used for 30 days. Propozit uses it at least every 20 days, but if Exact still ends it, Settings asks you to select Sign in to Exact Online again, and owners and admins get one email. Proposals signed meanwhile wait and get their invoice once you sign in.

Stop, or remove Propozit in Exact

Disconnect in Settings deletes Propozit's sign-in at once. Invoices already in Exact stay there, and proposals still waiting get none. To remove Propozit's access in Exact too, remove it from the apps you allowed in Exact Online's App Center.

What Propozit doesn't do: send the invoice, read payments back, or change an invoice afterwards. Changes in Exact never come back to Propozit, and a new version of a proposal never changes its invoice.

Propozit keeps your Exact sign-in encrypted, in its database in the EU (Frankfurt), with the division, journal, item and VAT codes you chose, the Exact relation linked to each client, and per signed proposal the invoice's status and number.