Configure VISMA eAccounting exports

Choose how OutSmart exports work orders, customers, and materials to VISMA eAccounting.

Use the export settings to decide which data OutSmart sends to VISMA eAccounting.

You can export completed work orders as sales orders or invoice drafts.

You can also let OutSmart create missing customers and materials automatically.

Export relations and materials automatically

Relations

Turn on Export in the relations section if OutSmart should create missing customers in VISMA eAccounting.

Set a default Payment term first.

OutSmart uses this payment term for new customers it creates in VISMA eAccounting.

This happens before the work order export continues.

Materials

Turn on Export in the materials section if OutSmart should create missing materials in VISMA eAccounting.

Set a default Unit first.

You can also set a default Sales category.

OutSmart uses these values for new articles it creates in VISMA eAccounting.

This happens before the work order export continues.

Export work orders as sales orders

Use the sales order export when the work should continue in VISMA eAccounting as an order.

You can configure these fields:

• Work order status for materials and hours
• Work order status for materials only
• Work order status for hours only
• Your reference
• Our reference
• Hour rounding
• Export work order PDF

The reference fields support tags.

Use tags when you want values like the work order number or customer name filled in automatically.

Hour rounding can stay off or round up to 5, 15, or 30 minutes.

Export work orders as invoice drafts

Use the invoice export when you want VISMA eAccounting to create a draft invoice.

You can configure these fields:

• Work order status for materials and hours
• Work order status for materials only
• Work order status for hours only
• Your reference
• Our reference
• Hour rounding
• Export material notes as text line
• Export work order PDF

When Export material notes as text line is on, material notes from the work order appear as separate text lines on the invoice draft.

1

Open the VISMA eAccounting settings

Go to Settings → General → Software integrations.

Open VISMA eAccounting.

2

Enable relation export if needed

Turn on Export in the relations section.

Set the default Payment term.

3

Enable material export if needed

Turn on Export in the materials section.

Set the default Unit.

Add the default Sales category if you use one.

4

Choose the work order export type

Turn on Export in Sales orders or Invoice.

You can enable both if your workflow needs both.

5

Set the export statuses

Choose which work order status should export materials and hours.

Choose separate statuses for materials only or hours only if needed.

6

Fill in the extra export options

Set Your reference and Our reference if you use them.

Choose the hour rounding.

Decide whether to export the work order PDF.

7

Save the settings

Click Save.

The selected export flow is then active.

8

Run a manual export if needed

Click Export on the settings page.

This exports all eligible work orders immediately.

Important to know

• Sales order export and invoice export can both be enabled.
• Use different work order statuses if you want separate export flows.
• A missing customer can block export when relation export is off.
• A missing material can block export when material export is off.
• Invoice export creates a draft invoice in VISMA eAccounting.

Frequently asked questions

What is the difference between sales order export and invoice export?

A sales order stays in the order flow inside VISMA eAccounting.

An invoice export creates a draft invoice for review and final approval.

Use the option that matches your billing process.

What happens if the customer on the work order does not exist in VISMA eAccounting?

The export can fail.

Turn on relation export if OutSmart should create the customer first.

What happens if a material on the work order does not exist in VISMA eAccounting?

The export can fail.

Turn on material export if OutSmart should create the article first.

Can I use both sales order export and invoice export at the same time?

Yes.

Use different work order statuses to decide which work orders go to which export type.

What does Export material notes as text line do?

It adds the note from a material line as a separate text line on the invoice draft.

This helps when the customer should see extra details or installation notes.

Related topics

• VISMA eAccounting
• Set up VISMA eAccounting
• Configure VISMA eAccounting imports