Create a new invoice in Exact Online

To connect with an invoicing program you need at least Keeping Plus. In addition, a separate Exact Online account is required. Any necessary Exact Online subscription is not included.

After you have connected Keeping and Exact Online, you can create Exact Online invoices directly from Keeping.

Error messages

It may happen that something goes wrong while creating an invoice in Exact Online. Always first check your settings as described on the Integrate with Exact Online page.

Creating an invoice

You can create a new invoice in different ways, for example via the New invoice button in the invoice overview screen. You can also use the toolbar in the reports to use the current report overview as input.

In the example below we create an invoice via Invoices.

In the overview of associated invoices, use the New invoice button.

The invoice screen

First select in the top right which integration you want to use for invoicing. Then choose the hours for which you want to create the invoice: In this screen you see all details of the hours relevant to your created invoice. You can select the date range, projects, clients, tasks, and team members to refine your selection.

Extra options

You can also use the extra options to further refine your selection: Here you can choose to include already invoiced hours in this invoice, or only include non-invoiced hours. You can also choose not to include already invoiced hours with this integration (useful if you add multiple administrations to your organisation). You can also decide whether to include indirect hours for this invoice, or only direct hours.
Read more about direct/indirect hours.

Determining the invoice amount

The rate can be determined in different ways. Choose how the rate is determined:

• Hourly rate for the entire invoice, where all hours are calculated at the specified hourly rate;
• Hourly rate per invoice line, where an hourly rate is specified per line;
• A fixed amount per invoice line;
• A total amount for the entire invoice.

You can also choose whether to round hours to whole hours, half hours, quarters, 10 minutes, or 5 minutes. Of course, you can also choose not to round the hours.

Breaking down the invoice lines

An important part of specifying your invoice is determining the breakdown of the invoice lines. These provide a great deal of detail to your invoicing. You can choose to break down your invoice by project, team member, task, or client. Alternatively, you can also break it down by period, such as days, weeks, months, quarters, or years.

A breakdown per task, with an hourly rate per invoice line, looks like this: Once you are done selecting hours, you can click on Continue in Exact Online.

To Exact Online

You are then redirected to your Exact Online environment where you can review and edit the invoice one last time before sending it.
It looks like this:
Note that the invoice still needs to be sent.

Keeping creates an item in Exact Online with the code "CONSULT" and for drafts it creates a client with the code “888888888888888". You must therefore select the correct client yourself in Exact Online. It is common to put one item for all worked hours on the invoice. This default item cannot be changed, but you can edit the item in Exact Online.

Keeping cannot create an item group in Exact Online. This is necessary, so if you use Exact Online, this must first be created and linked to a general ledger account. Make sure the item group also applies to already sent invoices and falls under "Sales". In addition, there must be an open fiscal year; otherwise Keeping cannot create an invoice.

From now on, you will see the revenue of your activities in the Keeping reports. This makes it easy to gain insight into how your recorded hours relate to the invoiced hours. If you edit the invoice in Exact Online, these changes will also be reflected in Keeping. Note that Keeping does not send the invoice for you. Even when the invoice is still a draft, you will already see the revenue reflected in the Keeping reports.

On the Exact page you can read more about our integration with Exact.