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Agentancy

Post purchase invoices automatically in Exact Online, including the difficult ones.

Agentancy recognises purchase invoices with AI at line level, using the administration's own general ledger and VAT codes, and posts them in Exact Online. Alongside Exact's Scan & Recognise, or directly. One login for your whole firm.

Start free with Exact OnlineView pricing

Scenario

“Scan & Recognise reads the invoices from our regular suppliers just fine. But the receipts, the invoices with several VAT rates and the foreign invoices are still open in Exact every month.”

“It is precisely that pile that costs a firm the most time.”

Agentancy collects those documents from Exact itself, recognises them line by line and posts them back, linked to the original document.

How does Agentancy post purchase invoices in Exact Online?

1. Collecting documents

Agentancy collects the documents from Exact every half hour: from the Scan & Recognise inbox, or from the digital mailbox and the documents folder if Scan & Recognise is off. In Totaal they come in by email, upload or the client portal.

2. Line-by-line recognition

GL account and VAT code per invoice line, from the administration's own chart of accounts. When you connect, Agentancy reads in the postings of the past two years, so it knows how a supplier has been posted so far.

3. Check, then post

The invoice goes to Exact as a purchase entry, with the document attached. In Tandem, Agentancy checks just before posting whether the invoice is already in Exact. If Agentancy is in doubt, the document waits for you instead of guessing.

What to watch out for when posting automatically in Exact Online

Most scan & recognise software reaches around 60% automation. With line-by-line AI recognition, Agentancy reaches 99%+. But in Exact Online it is not only how much goes through automatically that counts, it is also what goes through. A few things Agentancy therefore catches specifically for Exact:

  • No draft postings: a posting in Exact is final straight away. Whatever Agentancy is not sure about therefore waits in Agentancy, not in Exact.
  • Duplicate invoices: in Tandem, Agentancy does not post an invoice that is already in Exact a second time, not even with a different amount.
  • Wrong journal: if a sales invoice sits in the purchase inbox, Agentancy does not post it as a purchase.
  • Reverse-charged VAT: if a reverse-charged purchase line is on a VAT code that does not reverse-charge in Exact, the document waits and Agentancy lists the codes that do.
  • The general ledger and VAT codes are refreshed from Exact every day, so a new account is known the next day.

Already using Exact's Scan & Recognise and want to know how Agentancy works alongside it? Read Agentancy alongside Exact Scan & Recognise, or see all connections on the integrations page.

Alongside Scan & Recognise, or directly in Exact Online?

You do not have to decide right away. Start small and switch over administration by administration whenever you are ready:

Tandem: your clients submit in Exact

Your clients keep submitting through Exact's Scan & Recognise, documents folder or digital mailbox. Agentancy collects the documents there and posts them back as purchase invoices.

  • 30 days or 100 documents free to test with
  • Exact's Scan & Recognise is not required
  • Posted and linked to the original document
  • Cancellable monthly
Start with Tandem

Totaal: your clients submit to Agentancy

Invoices and receipts come in by email, upload or the client portal on the phone. Agentancy recognises them and posts them in Exact Online, with the invoice attached.

  • Purchase and sales invoices
  • Its own submission address per administration
  • Bank lines, matching and queries to your client included
  • Switch over administration by administration, at your own pace
Start with Totaal

The full tiers and included usage are on the pricing page.

Exact-specific questions

No. If Scan & Recognise is on, Agentancy collects the documents from the Scan & Recognise inbox. If it is off, Agentancy reads the digital mailbox and the documents folder. You choose per administration.
No, Exact Online has no draft postings: every posting there is final straight away. That is why you decide in Agentancy when something gets posted. In draft mode a document waits for your click; in automatic mode Agentancy only posts when the confidence score is high enough.
Not in Tandem: there Agentancy fetches the invoices from Exact itself and checks twice whether the invoice is already in Exact, right after recognition and just before posting. If it is already there, Agentancy does not post it, not even if the amount differs. If that check fails, Agentancy does not post and tries again later. In Totaal, Agentancy runs that check just before posting for uploads and client portal documents it posts by itself. A document you post yourself is not checked against Exact again: you have just reviewed it yourself.
With one Exact login for your whole firm. Give the app permission in Exact for all current and future administrations, and make sure that Exact user has access to every administration. Then tick the administrations you want to include.
Yes. If an e-invoice in UBL format arrives by email or upload, we read it directly as structured data instead of as an image. We are not a sending network ourselves; you keep receiving e-invoices exactly as you do now.
Close to home. Core hosting and the database are in the Netherlands (Amsterdam), and document storage stays within European regions. Which other parties process document content, and under which safeguards, is listed in the annex to the data processing agreement, which you see before you accept.
You start with 30 days or 100 documents free, without a credit card. After that you pay per processed document in Tandem and per active administration in Totaal. The full tiers are on the pricing page.

Post your purchase invoices in Exact Online automatically from now on.

Try it free for 30 days or 100 documents, no credit card. Cancel monthly.

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