Mobilexpense Marketplace | Exact Online Integration

exactonline

Exact Online

 

Take control of your financial data by connecting your expense management system with your accounting platform. This integration with Exact Online ensures that every approved expense flows seamlessly into your books, giving you precise, real-time insights and empowering your team to focus on what truly matters.

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What are the key features of the integration with Exact Online? 

  • Mobile app to capture receipts, mileages & daily allowances
  • Managers approve expenses on the go from their smartphone
  • Approved expense reports are booked automatically into Exact Online

Description of the integration 

Easily extend your Exact Online software with the best-in-class expense management application. Our mobile expense app relieves employees from the tedious process of managing business expenses with an Excel file. The Exact Online API integration assures you that all employee expense reports are digitally booked into your Exact administration as soon as they are approved: on the correct ledger, to the correct creditor, and with the PDF expense report as a digital attachment to the booking.
 

What are the benefits of the Mobilexpense integration with Exact Online?

Expense management, if not digitalised, automated and centralised, can take a toll on your business' bottom line and employee experience. Thanks to the Declaree/MXP and Exact Online API integration which can be set up in a few clicks, you can streamline your financial, controlling, and accounting processes, reduce operational costs and improve your business efficiency by ensuring the correct accounting booking at the right time.
 

Frequently asked questions

1. How do I connect Exact Online with our expense management tool?

To connect Exact Online (EOL) with Declaree:

Setup in Exact Online

  • Make sure ledgers, journals, projects, and GL accounts are configured in Exact Online.
  • These will be used for mapping categories and exporting expenses.

Initiate the Connection in Declaree

  1. Go to Settings > Connections in Declaree.
  2. Select Exact Online and start the connection.
  3. You will be redirected to the Exact Online login screen.

Authentication

  • Log in with the Exact Online user who should manage the integration.
  • After logging in, Exact Online returns an authorisation code.
  • Declaree exchanges this for a Refresh Token (valid for 30 days).
  • This token allows Declaree to request Access Tokens and communicate with the EOL API without requiring you to log in again.

Final Steps

  • Select the correct administration division during setup.
  • Users in Declaree will be mapped as suppliers in Exact Online.
  • The user finalising the connection will be linked to automatic closure of reports. This means they will see report names and amounts from other users (but not the content). If needed, you can:

    • Disconnect and reconnect with another user, or

    • Ask the development team to change the connected user.

2. Why aren’t my expenses showing up in Exact Online?

There are a few common reasons:

  1. Permissions in Exact Online


Error: “Forbidden – User division is not within division scope”.

  • Go to Exact Online → click your administration (top left).
  • Navigate to Import/Export > App Permissions.
  • Make sure the Declaree app has access to the correct administration(s) and that its status is active.
  • Reconnect the integration in Declaree with the same user after updating permissions.

  1. Categories or Projects Missing

  • Declaree checks if all report categories exist as GL Accounts and (if applicable) Projects in Exact Online.
  • If a category or project is missing, the export will fail.

  1. Wrong User for Automatic Closure

  • The user who connected the integration is responsible for automatic closure.
  • If this is not the correct user, either reconnect with the right account or request a change via the development team.

  1. Export not Updating Report Status

  • A failed export does not automatically update the report’s state.
  • Review logs or error messages in Declaree to identify the issue.
3. What data is synced between Exact Online and Declaree?

The following data is exchanged or validated:

Fetched from Exact Online (read access)

  • GL Accounts (via /financial/GLAccounts)
  • Projects (via /project/Projects, if mapped)

Exported to Exact Online (write access)

  • Reports and attachments as:

    • /documents/Documents

    • /documents/DocumentAttachments

Mappings & Notes

  • Declaree users are mapped as suppliers in Exact Online.
  • Categories in Declaree must match GL Account codes in Exact.
  • Optional mappings can be applied for cost centres, cost units, or projects using bill tags or custom fields.
  • Mileage expenses can be excluded during setup.
  • If splitExpense is enabled, company-paid expenses are exported separately from personal ones.
4. How does the automatic export work?
  • Declaree can export reports manually or automatically.
  • The automatic function fetches all reports in a chosen state (set during setup) every minute.
  • After a successful export, Declaree:

    • Updates the report’s status to successful (excluding it from future exports).

    • Automatically closes the report.

  • If a report needs to be removed from the connected user’s view (for automatic closure), the log entry “User has closed the report” must be deleted.

Back to top

What is the category of the integration between Mobilexpense and Exact Online? 

ERP & Accounting 

How does Exact Online integrate with MXP and Declaree?

  • Integration method
    • MXP: SFTP
    • Declaree: API

What is the type of data sharing? 

  • Accounting file

What is the workflow? 

  • Export

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