Our direct integration with Exact Online allows us to have full control over the data exchanged between Payhawk and Exact Online. If you haven't connected your Exact Online subsidiary to Payhawk, you can follow this guide.

Here's a diagram of all the data that Exact Online and Payhawk are sharing.

Transactions automatically exported to Exact Online

For accounting reasons, we export only settled transactions. Hence, if the payment has been authorized but not settled, we will not export it. Once a transaction is settled, its settlement date and the amount will be automatically exported to the Payhawk bank account in Exact Online as a bank line item. This includes:

  • Card transactions

  • Bank transfers

Types of expenses exported to Exact Online

Whem you Mark as reviewed an expense this will push the expense to Exact Online.

  • Card expenses are exported as Vendor Bills

  • Cash expenses are exported as Vendor Bills.

  • Reimbursable expenses can be exported either as Vendor Bills or as Expense Reports

  • Supplier bank expenses are exported as Vendor Bills.

Payhawk data fields that are exported to Exact Online

  • Supplier - if the suppliers not in Exact Online, Payhawk creates a new vendor automatically

  • Category - mapped to the Exact Online chart of accounts.

  • Document number

  • Document date

  • Due date - for all bank expenses Payhawk exports the due date. If there is no due date entered, the date of the expense is used as due date.

  • Note - the cardholder's explanatory note for the expense is shown in the Memo field of the expense in Exact Online.

  • Document image

  • Amount - this is the total minus the tax rate for the expense.

  • Currency

  • VAT Rate - the tax rate provided from Exact Online.

  • Cost center, Cost Unit, Projects - Payhawk imports Exact Online classifications and let's use them as expense fields

  • Fees are applied as journal entries.

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