Configure Exact Online exports

Choose how OutSmart exports work orders, customers, lines, PDFs, and VAT settings to Exact Online.

Use the export settings to decide how OutSmart sends data to Exact Online.

The most common flow exports completed work orders as invoices or sales orders.

Export formats

Sales order

Create the work order as a sales order in Exact Online.

Sales invoice

Create the work order as a sales invoice in Exact Online.

Direct sales invoice

Create the work order as a final direct sales invoice in Exact Online.

PDF only

Upload the work order PDF without creating an order or invoice.

Main export settings

Work order status filter

Choose which status makes a work order eligible for export.

This helps stop unfinished work from being sent.

Price source

Choose whether Exact Online should use prices from OutSmart or from Exact Online.

Fallback items

Set a universal material and universal hour type.

These act as a fallback when a matching code is missing.

Customer export

Turn on Export relations if OutSmart should create missing customers in Exact Online.

Hour rounding

You can round worked hours to 5, 15, or 30 minutes.

You can also leave hours unrounded.

PDF upload

Choose whether the work order PDF should be uploaded.

You can attach it to the invoice relation, delivery relation, or the created order itself.

VAT codes

Set the VAT codes for:

• domestic customers
• EU customers
• customers outside the EU

Order reference and description

Use tags to build the text that Exact Online should receive.

This lets you include values like the work order number, customer, or date.

Merge order lines

Turn this on to combine repeated materials or hour types into one line.

1

Open the Exact Online settings

Go to Settings → General → Software integrations.

Open Exact Online.

2

Choose the export format

Select Sales order, Sales invoice, Direct sales invoice, or PDF only.

3

Set the export filters

Choose the work order status that should trigger export.

Then review the other export conditions.

4

Fill in the export options

Set the price source, fallback items, VAT codes, PDF upload options, and text fields.

5

Save the settings

Click Save.

The selected export flow is then active.

6

Run an export if needed

Click Export to send all eligible work orders right away.

Important to know

• A missing customer can block export when Export relations is off.
• Missing item codes can be handled with a fallback item.
• VAT settings affect how Exact Online creates the final invoice.

Frequently asked questions

What happens when a customer does not exist in Exact Online?

The export can fail.

Turn on Export relations if OutSmart should create the customer automatically.

What is a universal material or hour type?

It is a fallback item in Exact Online.

OutSmart uses it when a matching material or hour type code is missing.

What does merge order lines do?

It combines repeated lines for the same material or hour type into one exported line.

Can I change the reference text in Exact Online?

Yes.

Use the reference and description fields with tags.

Related topics

• Exact Online
• Set up Exact Online
• Configure Exact Online imports