What Is Exact Online?

Exact Online is a cloud-based accounting and ERP software popular in Europe, especially in the Netherlands, Belgium, and Germany. It helps businesses manage their finances, projects, inventory, and workflows from anywhere.

Key features of Exact Online include:

• Financial administration and accounting
• Inventory and warehouse management
• Project management and time tracking
• CRM and sales management
• Manufacturing and logistics

Why Connect Exact Online to WooCommerce?

If you use Exact Online for your business administration and WooCommerce for your online store, you need both systems to work together. Without integration, you face these problems:

• Manual order entry from WooCommerce to Exact Online
• Stock levels that don’t match between systems
• Double work for customer administration
• Risk of errors in financial records
• Slow order processing

With a proper integration, you get:

• Automatic invoicing – Orders create invoices in Exact Online
• Real-time stock – Inventory syncs between both systems
• Accurate bookkeeping – All sales recorded correctly
• Customer sync – Customer data in one central place
• Time savings – Less manual data entry

How the Integration Works

Exact Online provides a REST API that allows external systems to read and write data. WooCommerce also has a REST API. The integration connects these APIs to exchange information automatically.

Typical Data Flow

1. Customer places an order on WooCommerce
2. Integration creates or updates the customer in Exact Online
3. Order details transfer to Exact Online as a sales order
4. Invoice generates automatically in Exact Online
5. Stock levels update in both systems

Integration Options

1. Pre-Built Connectors

Several companies offer ready-made connectors for Exact Online and WooCommerce:

• Sherpaan – Dutch integration specialist
• Channable – E-commerce data feed tool
• ChannelEngine – Multi-channel commerce platform
• StoreKeeper – Point of sale and e-commerce integration

2. Integration Platforms

General integration platforms that support Exact Online:

• Make (Integromat) – Visual automation builder
• Zapier – Simple automation for basic workflows
• Piesync – Two-way data sync tool

3. Custom Development

For specific business needs, custom development using the Exact Online API and WooCommerce REST API provides maximum flexibility.

Data That Syncs

From WooCommerce to Exact Online

• Orders – Complete order information
• Customers – Name, address, contact details
• Payments – Payment status and method
• Shipping – Delivery addresses and costs

From Exact Online to WooCommerce

• Products – Item details and descriptions
• Prices – Sales prices and discounts
• Stock – Available quantities
• Product categories – Item groups

Setting Up the Integration

Step 1: Get API Access

To use the Exact Online API, you need to:

1. Register your application in the Exact Online App Center
2. Get your Client ID and Client Secret
3. Set up OAuth authentication

Note: Exact Online uses OAuth 2.0, which is more complex than basic API keys.

Step 2: Prepare WooCommerce

1. Create REST API keys in WooCommerce
2. Set permissions to Read/Write
3. Save your Consumer Key and Secret

Step 3: Choose Your Integration Method

Decide between a pre-built connector, integration platform, or custom development based on:

• Your technical skills
• Budget available
• Complexity of your requirements
• Need for customization

Step 4: Configure Field Mapping

Map the fields between systems. Key mappings include:

• WooCommerce SKU = Exact Online Item Code
• WooCommerce Order = Exact Online Sales Order
• WooCommerce Customer = Exact Online Account

Step 5: Set Up Tax Handling

Tax configuration is important for correct invoicing:

• Map WooCommerce tax classes to Exact Online VAT codes
• Consider different rates for EU countries
• Handle tax-exempt orders correctly

Step 6: Test Thoroughly

Before going live:

1. Create test orders in WooCommerce
2. Check if they appear correctly in Exact Online
3. Verify invoice amounts match
4. Test stock updates in both directions
5. Check customer data sync

Important Considerations

Administration Division

Exact Online organizes data in “administrations” (company files). Make sure your integration connects to the correct administration.

Multi-Currency Support

If you sell in multiple currencies, configure how the integration handles currency conversion and which currency to use in Exact Online.

Payment Reconciliation

Decide how to handle payments:

• Create invoices as paid when payment is confirmed in WooCommerce
• Or create unpaid invoices and match payments separately

Product Variants

WooCommerce supports variable products (like T-shirts in different sizes). Plan how to handle these in Exact Online, which may require separate item codes.

Common Challenges

OAuth Token Expiry

Exact Online access tokens expire. Your integration must handle token refresh automatically.

Rate Limits

Exact Online limits API requests. Plan your sync schedule to avoid hitting these limits.

Data Format Differences

Addresses, phone numbers, and other fields may have different formats. Build in data transformation where needed.

Best Practices

• Start with orders – Get order sync working first before adding complexity
• Use a staging environment – Test in a separate Exact Online administration
• Document your setup – Record all configuration settings
• Monitor regularly – Check for sync errors daily at first
• Plan for growth – Choose a solution that scales with your business

Conclusion

Integrating Exact Online with WooCommerce brings your e-commerce and financial administration together. Orders flow smoothly from your webshop to your bookkeeping, stock stays accurate, and your team saves valuable time.

The right integration approach depends on your specific needs and technical resources. Whether you choose a pre-built connector or custom development, the result is a more efficient business with better data accuracy and happier customers.