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The Exact Online integration makes your administration and project data available in client work. Ask how many hours were entered on a project last week, which sales invoices are outstanding for an account, or what the profit and loss looks like this quarter, and Hebno answers from Exact Online with each record cited. When a request implies a change, such as entering hours or preparing an invoice, Hebno shows a confirmation card and writes a draft to Exact Online only after you confirm.

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At a glance

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Before you start

You need:
  • An owner or admin role in Hebno.
  • The Exact Online country site your company uses, for example start.exactonline.nl, start.exactonline.be, start.exactonline.de or start.exactonline.co.uk. Each site is a separate environment.
  • An Exact Online user with access to each division (administration) you want to connect, and the rights listed below. The connecting user approves Hebno’s app on the Exact Online consent screen.
  • An Exact Online package that includes Project (Exact Online Project Management or Professional Services) if you want projects and hour entries.

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Permissions

Exact Online gives an app the rights of the user who authorises it, in each division that user can open. An Exact Online administrator sets these rights on the user in Exact Online.
Authorise with a user whose rights match what you want Hebno to access. Exact Online enforces that user’s rights on every call, and a request outside them returns a Forbidden error rather than partial data.

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Connect Exact Online

1

Allow the integration

Open Admin → Connectors → Catalogue, find Exact Online under ERP, and set it to Allow.
2

Connect the organisation

Select Connect, choose your country site and sign in to Exact Online. Approve the app, then choose each division Hebno may use. Hebno lists the divisions it can access.
3

Choose teams and data areas

Under Who can use it, choose All teams or pick teams for each division. Under Data areas, choose what members can see. See Data areas.
4

Set access

Access is Read only by default. Choose Read and write to let members propose hour entries and draft sales invoices.
The card shows Connected with the name and number of each division. To add another division later, select Add division on the card. Members can link their own Exact Online account so writes are made in their name under their own Exact Online rights.
  1. In Hebno, open Settings → Connections, find Exact Online and select Link your account.
  2. Sign in to Exact Online on your country site and approve the request.
When your account is linked, Hebno reads and writes as you: hour entries are saved against your employee record, and you see only the divisions and records your rights allow.

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Data areas

Data areas control what members of the allowed teams can see through the organisation connection. They apply on top of what the connecting Exact Online user can read.
Admin connector panel showing who can use it, access and data areas

An organisation connection with team access and data areas. Financial figures default to owners and admins.

To share financials with delivery leads, open the Exact Online card in Admin → Connectors, select Financials and add the teams that should see them.
When a member has linked their own account, Hebno uses that member’s Exact Online rights instead of the organisation connection. Data areas still apply, so a member never sees more through Hebno than both Exact Online and your Hebno settings allow.

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What Hebno reads

Reports come from Exact Online as they are at the time of the request, so figures match what the finance team sees. Reads are live. Hebno queries Exact Online when a request needs it. Only what a reply used is stored with the conversation as its sources.
Excerpts a reply uses, including balances and profit figures, become part of the conversation. Anyone you share the conversation with can read them.

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What Hebno writes

Every write appears first as a confirmation card. You can change any field before you select Confirm. Hebno writes drafts only.
Confirmation card for Exact Online with editable fields

An Exact Online change pending confirmation. Nothing is written until you confirm.

A draft hour entry or sales invoice is in Draft in Exact Online until a person reviews it there. Hebno never submits or approves hours, processes or sends invoices, matches payments, enters general journal entries or changes accounts, items or settings. If you have linked your own account, the record is created as you. Otherwise it is created through the organisation connection, with the write recorded against you in Admin → Logs → Integrations. Linking marks which Exact Online records belong to a project, so you can ask “how many hours have we entered?” without naming the project code.
  1. Open the project and select Brain.
  2. Under Linked records, select Link record, then Exact Online.
  3. Choose the division, then search and select the account and each project the engagement uses.
In chats tagged to the project, Hebno starts with the linked records for any hours, billing or receivables question, and cards default to them. See Linked records.

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Use Exact Online in chat

  • Attach: open the + menu, choose Sources → Exact Online, and pick an account, a project, a sales invoice or a report. Or type / and choose Exact Online.
  • Ask: name the client, project or period in your request. For example:
    How many hours has the team entered on the Contoso pricing review, and how does that compare with the budget?
    List outstanding Contoso Retail invoices and draft a reminder for anything over 30 days.
    Prepare a draft sales invoice for Contoso for the October hours.
  • Research runs show a Checking Exact Online step, with a chip for each record or report it read.
  • Agents can read Exact Online on a schedule, for example a Friday check of hours entered against each active project. Writes an agent proposes appear in agent approvals for review.

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Troubleshooting