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Configure Teamleader exports

Choose how OutSmart exports completed work orders to Teamleader as draft invoices.

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

OutSmart exports them as draft invoices.

Which work orders export

A work order only exports when both conditions are true:

  • the work order status is Complete

  • the additional work status is Naar Teamleader with status code 1

Work orders with Niet naar Teamleader with status code 0 are skipped.

If an export fails, OutSmart sets the work status to Error with status code 99.

If an export succeeds, OutSmart sets the work order status to Handled.

Invoice settings

Draft invoice

Enable Draft invoice to allow invoice export.

This is the main export option.

Department

Select the Teamleader Department that should own the draft invoice.

This field is required.

OutSmart loads the available departments from your Teamleader account.

VAT rate

Select the default VAT rate for invoice lines.

The available rates depend on the selected department.

OutSmart loads these rates from Teamleader.

This field is required.

Payment term

Select the default Payment term.

If the customer already has a payment term in Teamleader, Teamleader uses that value instead.

This field is required.

Export relations

Enable Export relations if OutSmart should create a missing customer in Teamleader before invoice export.

If this option is off, export fails when the customer is not found in Teamleader.

What the draft invoice includes

The draft invoice can include:

  • materials from the work order, with quantities and prices

  • worked hours from work periods, with hour type and duration

  • the work order description as an invoice note

1

Open the Teamleader settings

Go to Settings → General → Software integrations.

Open Teamleader.

2

Enable draft invoice export

In Export settings, enable Draft invoice.

3

Fill in the invoice settings

Select the Department, VAT rate, and Payment term.

These values are required.

4

Decide whether to export relations

Enable Export relations if missing customers should be created in Teamleader automatically.

5

Save the settings

Click Save.

6

Start an export if needed

Click Export work orders to export all eligible work orders immediately.

Important to know

The selected VAT rate applies to every invoice line.

If you need mixed VAT rates, adjust the draft invoice in Teamleader after export.

  • Export creates drafts, not sent invoices.

  • The customer must exist in Teamleader unless Export relations is enabled.

  • Failed exports set the work status to Error.

Frequently asked questions

How do I mark a work order for Teamleader export?

Set the work order status to Complete.

Then set the additional work status to Naar Teamleader with status code 1.

What happens after a successful export?

OutSmart sets the work order status to Handled.

This prevents duplicate export.

What happens if export fails?

OutSmart sets the work status to Error with status code 99.

Check the log, fix the cause, set the work status back to Naar Teamleader, and retry.

What if the customer does not exist in Teamleader?

The export fails unless Export relations is enabled.

With that option on, OutSmart creates the customer company first.

Can I choose a different VAT rate per material?

No.

The VAT rate from the Teamleader integration settings applies to every invoice line.

If you need different VAT rates, adjust the draft invoice in Teamleader after export.

Related topics

PreviousConfigure Teamleader imports
NextTroubleshoot Teamleader

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