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How Do I Connect Exact Online With Tribe CRM?

Need help installing your new integration from the market place? Check out this article!

If you use Exact Online for your administration, connecting it with Tribe CRM saves time and prevents errors caused by manual data entry. This integration ensures that relationships, products, and invoices are synchronised automatically between both systems. By following this guide, you will learn how the integration works, how to activate it, and how to manage sales orders and synced data. After completing these steps, your financial and CRM data will remain accurate and aligned.

Table of Contents

  • What Does the Exact Online Integration Do?

  • What Additional Features Are Available for Exact Online Handel?

  • How Does Working With Sales Orders Affect the Integration?

  • How Do I Activate the Integration?

  • How Do I Deactivate the Integration and Manage Data?

  • Which Data Is Synchronised?

What Does the Exact Online Integration Do?

The Exact Online integration consists of three core functions:

  • Relationship synchronisation

  • Product synchronisation

  • Invoice synchronisation

Relationship Synchronisation

When activating the integration, customers and suppliers from Exact Online are imported into Tribe CRM during the initial synchronisation. A duplicate check is performed using the unique Exact Online ID. If no match is found, the system checks the debtor or creditor number. If needed, it then checks the organisation name, postcode, house number, and addition. Inactive relationships are not synchronised.

After the initial synchronisation, new and updated relationships are synchronised automatically in both directions, based on the Exact Online ID.

New customers or suppliers in Tribe CRM always receive a debtor or creditor number, which is overwritten by the number assigned by Exact Online.

Product Synchronisation

Products are synchronised in both directions. Duplicate checks are performed using the Exact Online product ID.

Invoice Synchronisation

Invoices are created and sent from Tribe CRM. When an invoice has the status Sent, it is synchronised to Exact Online as a sales booking. The invoice document is included so the open item is available for payment. When the invoice is paid, the status is updated automatically in both systems.

What Additional Features Are Available for Exact Online Handel?

If you use Exact Online Handel, additional features are available:

  • Stock visibility in opportunities

  • Price list synchronisation

  • Sales orders instead of invoices

Stock Visibility

When adding a product to an opportunity in Tribe CRM, the current stock level from Exact Online Handel is displayed. Stock levels are synchronised nightly. You can manually refresh stock by clicking the synchronisation icon in the opportunity product line.

Price List Synchronisation

Customer-specific price agreements from Exact Online Handel are synchronised to Tribe CRM. When adding products to an opportunity, the agreed price is applied automatically per customer.

Price lists are synchronised nightly. Manual synchronisation can be started from the integration settings.

Note: After enabling price list synchronisation, products created in Tribe CRM are no longer synchronised. Exact Online becomes the leading system for products.

How Does Working With Sales Orders Affect the Integration?

Tribe CRM uses invoices by default. To synchronise sales orders:

  1. Open Configuration.

  2. Navigate to Activities.

  3. Deactivate Invoice.

  4. Activate Sales Order.

Invoice buttons are replaced by the Sales Order button. Sales orders with the status Linked are synchronised to Exact Online, including the sales order document.

How Do I Activate the Integration?

You can test the integration using an Exact Online test administration linked to a Tribe CRM test account.

Note: If data already exists in both systems, check debtor and creditor numbers to prevent duplicates.

Step 1: Install and Open the Connector

  1. Navigate to the Marketplace and click Install on the Exact Online integration.

  2. You are redirected back to Tribe. Click Activate to begin setup.

Step 2: Select Your Environment

  1. Choose the correct Exact Online environment for your region (for example, Exact Netherlands).

  2. Click Confirm. You will be redirected to Exact Online to authorise access.
    ​

Step 3: Authorise Access in Exact Online

  1. Log in using your Exact Online credentials.

  2. Select the correct administration. If you manage multiple accounts, choose the appropriate one from the list.

  3. Click Confirm to return to Tribe CRM and begin configuration.
    ​

Step 4: Configure the Integration

  1. Under General, map the Exact Online relation types to the corresponding Tribe CRM relation types for both import and export.
    Select the Journal to export invoices to.

  2. Under Sync and Filter, select what data you want to sync between Tribe and Exact Online. You can then set filters to determine exactly what is included.
    You can set this up for Customers, Contacts, Products, Suppliers and Invoices.

  3. Configure VAT Mapping to align your VAT groups between both systems.

Step 5: Run the Initial Import

  1. On the Import screen, select the date range from which you want to import customers from Exact Online.
    Tribe will show the number of records to be imported on the right.

  2. Click Start import to run the initial import. Tribe CRM will begin importing your data from Exact Online.

Note: The import screen is only shown during the initial setup. Once the initial import is complete, it will no longer appear when you return to the configuration screen.

How Do I Deactivate the Integration and Manage Data?

Removing Data

Deleting data in Tribe CRM does not remove it from Exact Online, and vice versa.

Deactivating Data

  • Deactivated relationships in Exact Online remain active in Tribe CRM.

  • Deactivated products in Exact Online are marked as Inactive in Tribe CRM and updated almost immediately.

Which Data Is Synchronised?

Organisation

  • Name

  • Address details

  • Country

  • Phone

  • Email

  • Website

  • Debtor number

  • Creditor number

  • Relationship type

  • ID

Contact Person

  • First name

  • Middle name

  • Last name

  • Title

  • Email

  • Phone

  • Mobile

  • ID

Products

  • Name

  • Unit

  • Product group

  • Purchase price

  • Sales price

  • Code

  • Stock (Exact Online Handel only)

  • Price lists (Exact Online Handel only)

Quick Summary

The Exact Online integration synchronises relationships, products, and invoices between Tribe CRM and Exact Online. You now know how to activate the integration, use sales orders, and manage synced data. This ensures both systems stay aligned and reliable.

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