Automating your order administration into Exact Online comes down to one principle: let AI read, validate and post the documents — not your team. With a GenAI-driven flow, sales orders, supplier invoices and order confirmations move straight from the mailbox into the right journals and ledger accounts in Exact Online. Faster, error-free and without per-supplier templates.
Why automate order administration in Exact Online?
Exact Online is the leading SME accounting platform in the Benelux, but most teams still enter orders and invoices manually. That costs 5 to 15 minutes per document on average, introduces typing errors and delays the order-to-cash cycle.
Automating your order administration not only saves time, it also improves:
- Lead time: orders land in Exact within seconds instead of hours or days.
- Error rate: AI doesn't make typos, doesn't skip lines and applies the same posting rules consistently.
- Auditability: every entry has a digital trail back to the source document.
- Scalability: absorb peak volumes without hiring extra FTE.
Which documents can you post automatically into Exact Online?
With modern GenAI platforms you can process almost any document into Exact Online, regardless of layout or source:
- Sales orders: orders by email, PDF or Excel that are created directly as sales orders in Exact.
- Supplier invoices: AP invoices booked with supplier, ledger account, cost center and VAT code.
- Order confirmations: supplier confirmations matched to the open PO, with deviations flagged immediately.
- Packing slips and CMRs: shipping documents that update receipts and goods flows.
How does the ENTR + Exact Online integration work?
ENTR integrates through the official Exact Online API. Documents arrive in a central mailbox, AI reads and validates them, and they are then posted through the API to the right place in Exact. No templates, no manual mapping, no middleware.
A typical flow looks like this:
- Receive: a supplier or customer sends a PDF, Excel or email to a dedicated address.
- Extract: ENTR recognizes the document type and pulls every relevant field (supplier, SKU, quantity, price, VAT).
- Validate: natural-language business rules check whether the document is correct — deviations are flagged.
- Post: the validated data is posted through the Exact Online API to the right division, journal and ledger account.
- Feedback: users see in a single dashboard what was posted and which documents need review.
| Aspect | Manual in Exact | With ENTR + Exact Online |
|---|---|---|
| Time per document | 5–15 minutes re-typing | Seconds, fully automated |
| Error risk | Typos, wrong ledger account | Consistent posting rules per supplier |
| Document variation | Every supplier has a different layout | Template-free — works on any format |
| Scalability | Extra FTE as you grow | Unlimited, including peak volumes |
| Audit trail | Loose emails and PDFs | Source document linked to the entry |
Common mistakes in manual Exact Online bookkeeping
Teams still processing orders and invoices manually in Exact Online run into the same patterns:
- Wrong ledger account: costs end up on the wrong account and need to be corrected later.
- Duplicate entries: the same invoice gets posted twice because a colleague already did it.
- Missed VAT codes: especially on ICP shipments or import invoices.
- Unmatched order confirmations: price or lead-time deviations only surface when the goods arrive.
AI automation catches these patterns with predefined business rules and automatic matching against open orders.
How to get started with Exact Online automation
The fastest route to results:
- Pick one document flow: start with supplier invoices or sales orders.
- Centralize intake: route all documents to a single mailbox.
- Define posting rules: which supplier maps to which ledger account and cost center?
- Activate the Exact Online connection: authorize ENTR via OAuth — no IT project required.
- Scale up: add more document types after the first weeks.
Most customers go live with the first flow within 2 weeks and see an 80% time saving on that flow within a month.
Frequently asked questions
Does ENTR work with every Exact Online subscription?
Yes, as long as your plan has API access (virtually every business plan does). ENTR uses the official Exact Online REST API.
Do I have to change how I work in Exact?
No. ENTR adapts to your existing divisions, journals and chart of accounts. Posting rules are configured to match how your team already works.
What happens with deviations or unreadable documents?
Documents with low confidence or business-rule deviations are surfaced in a review queue. Only after approval are they posted into Exact Online.
Can ENTR also push orders to other ERPs besides Exact?
Yes, ENTR integrates with SAP, Microsoft Dynamics, AFAS, Proteus and more. You can combine multiple sources and destinations in a single flow.
