Configure Silvasoft exports

Choose how OutSmart exports completed work orders to Silvasoft as invoices.

Use the export settings to decide how OutSmart sends completed work orders to Silvasoft.

Each successful export creates an invoice in Silvasoft.

The invoice includes the customer details, used materials, and worked hours from the work order.

Which work orders export

OutSmart exports work orders when both of these are true:

• the work order status is Complete
• the work status is Invoice to Silvasoft

By default, Invoice to Silvasoft is work status 1.

You can set an Alternative work order status if you want another status to trigger export.

Main export settings

Invoice

Turn on Invoice to enable invoice export.

Work order PDF as attachment

Turn on Work order PDF as attachment to attach the work order PDF to the Silvasoft invoice.

Order status — complete

If you also import orders from Silvasoft, you can fill in Order status — complete.

After a successful export, OutSmart updates the linked order in Silvasoft to this status.

Default VAT percentage

This is the fallback VAT rate for exported materials and hour types.

The default is 21%.

Imported materials use the VAT percentage already stored in Silvasoft when available.

Create invoice as draft

Choose whether OutSmart creates a draft invoice or a final invoice in Silvasoft.

The default is draft.

Invoice reference field

Use this field to set the invoice reference text.

It supports tags from the work order.

Invoice notes field

Use this field to set invoice comments or notes.

It also supports tags from the work order.

Materials and hour types

Use material line prices

By default, Silvasoft product prices are used on the invoice.

Turn on Use material line prices to use the price from the OutSmart work order line instead.

Create new relations

Turn on Create new relations to create missing customers in Silvasoft before export.

Create new materials

Turn on Create new materials to create missing materials in Silvasoft.

New materials are placed in the Outsmart Materiaal category.

Create new hour types

Turn on Create new hour types to create missing hour types in Silvasoft.

New hour types are placed in the Outsmart Uursoort category.

Hour rounding

You can round worked hours up before export.

Choose one of these options:

• no rounding
• round up to 5 minutes
• round up to 15 minutes
• round up to 30 minutes

Hours are always rounded up.

They are never rounded down.

1

Open the Silvasoft settings

Go to Settings → General → Software integrations.

Open Silvasoft.

2

Enable invoice export

In Export settings, turn on Invoice.

3

Choose the optional export settings

Set the PDF attachment, order status update, VAT, alternative work status, and creation options.

4

Choose pricing and hour behavior

Set Use material line prices and Hour rounding if needed.

5

Choose the invoice format

Decide whether the invoice should be a draft or final invoice.

Then fill in Invoice reference field and Invoice notes field if needed.

6

Save the settings

Click Save.

7

Run an export manually if needed

Click Export workorders to export eligible work orders immediately.

Important to know

• Missing customers, materials, or hour types can block export.
• Automatic creation only works when the related option is enabled.
• The fallback VAT percentage is only used when no VAT is known.
• Tags let you build dynamic invoice text from work order data.

Frequently asked questions

What happens if the customer does not exist in Silvasoft?

The export fails for that work order.

Turn on Create new relations or create the customer in Silvasoft first.

What happens if a material or hour type does not exist in Silvasoft?

The export fails for that work order.

Turn on Create new materials or Create new hour types to create them automatically.

What is the difference between a draft invoice and a final invoice?

A draft invoice can still be reviewed and changed in Silvasoft.

A final invoice is created as the definitive invoice immediately.

Can I customize the invoice text?

Yes.

Use Invoice reference field and Invoice notes field with tags.

What does Use material line prices do?

It uses the price from the OutSmart work order line.

If the option is off, Silvasoft uses the product price from its own record.

Related topics

• Silvasoft
• Set up Silvasoft
• Configure Silvasoft imports
• Troubleshoot Silvasoft