Configure WeFact exports

Choose how OutSmart exports completed work orders to WeFact and what extra data to include.

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

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

How work status affects export

The work status on the work order controls both the content and the WeFact status.

Status 0

Export materials and hours.

Create the document in WeFact as Draft.

Status 1

Export materials only.

Create the document in WeFact as Draft.

Status 2

Export materials and hours.

Create the document in WeFact as Sent.

Status 3

Export materials only.

Create the document in WeFact as Sent.

Main export settings

Work order status

Choose which OutSmart work order status triggers export.

The default is Compleet.

You can also choose Error to retry failed exports.

Choose Geen to stop automatic export.

New material

Create missing materials in WeFact during export.

You can also turn on Use categories so the material keeps its OutSmart categories.

New relation

Create a missing customer in WeFact during export.

Use customer email

Use the invoice customer's email address from the relation.

Do this instead of the email address on the work order.

Reference

Set the order reference that WeFact receives.

Use tags to include values like the work order number or customer name.

Description

Set the order description that WeFact receives.

Use tags to include work order data automatically.

Extra information free fields

Map up to 8 OutSmart values to WeFact custom fields.

Enter the WeFact field code and use tags for the value.

For example, you can map field1 to a project number or internal reference.

Work order type

Choose whether WeFact should receive the work order as an Invoice or a Quotation.

Hour description

Choose which text WeFact should use on hour lines:

• Work order description
• Employee description
• Product description

Export PDF as attachment

Upload the work order PDF to WeFact.

WeFact attaches it to the invoice or quotation.

Hour rounding

Round hours to:

• no rounding
• 5 minutes
• 15 minutes
• 30 minutes

1

Open the WeFact settings

Go to Settings → General → Software integrations.

Open WeFact.

2

Choose the export trigger

Select the Work order status that should trigger export.

Then review the work statuses you use on the work order itself.

3

Choose what WeFact can create

Enable New material and New relation if WeFact should receive missing records automatically.

Turn on Use categories if needed.

4

Set the document options

Choose Invoice or Quotation under Work order type.

Then choose the Hour description, Export PDF as attachment, and Hour rounding options.

5

Set the export text

Fill in Reference and Description.

Use tags if you want dynamic values.

6

Add free fields if needed

Map up to 8 WeFact custom fields.

Use the WeFact field code and the tag value you want to send.

7

Save the settings

Click Save.

The selected export flow is then active.

8

Run an export if needed

Click Export work orders to send all eligible work orders right away.

Important to know

• A missing customer can block export when New relation is off.
• A missing material can block export when New material is off.
• The work status controls both hours and the final WeFact status.

Frequently asked questions

Which work status should I use for export?

Set the work order to Compleet if that is your export trigger.

Then use work status 0, 1, 2, or 3 to control the WeFact result.

What is the difference between status 0 and 2?

Both export materials and hours.

Status 0 creates a draft.

Status 2 creates a sent document.

What is the difference between status 1 and 3?

Both export materials without hours.

Status 1 creates a draft.

Status 3 creates a sent document.

What are free fields for?

They send extra OutSmart data to WeFact custom fields.

This is useful for project numbers, references, or other custom values.

Can I attach the work order PDF in WeFact?

Yes.

Turn on Export PDF as attachment.

Related topics

• WeFact
• What is WeFact?
• Configure WeFact imports
• Troubleshoot WeFact