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Trigger quarterly VAT process
The accountant initiates the quarterly VAT run for selected clients. Each client receives a personalised request.
AccountantFrom customer uploads to Exact Online — in minutes, not hours. Three-layer classification resolves most invoices instantly. AI handles the rest. Full human oversight at every step.
Discuss Your Use Case// VAT · EXACT ONLINE · AI CLASSIFICATION · HUMAN OVERSIGHT · AUDIT TRAIL
The accountant initiates the quarterly VAT run for selected clients. Each client receives a personalised request.
AccountantThe system sends each customer an email with a one-time password (OTP). No account creation, no password to remember.
SystemThe customer logs in with their OTP code and uploads bank statements, purchase invoices, and sales invoices through a simple portal. ZIP archives are supported — upload everything at once.
CustomerDocuments are deduplicated, classified, and scanned in parallel. Deterministic rules handle standard invoices instantly. AI reasons about the rest. Bank transactions are reconciled using optimised matching.
AIThe accountant reviews the extraction matrices, corrects AI suggestions where needed, and approves the final entries.
AccountantAfter approval, all entries are automatically booked in Exact Online via the native API. Purchase, sales, and bank entries are posted as balanced journal entries.
SystemYour customers see a clean, simple portal — fully white-labelled with your firm's brand, logo, and domain. They never see the AI processing or classification logic. Just upload and done.
Do you have anything to declare this quarter?
Customers receive a one-time password by email. No account to create, no password to forget. Log in, upload, done.
Each quarterly run is presented as a single card. Clear status, clear deadline, clear action required.
Upload individual files or a single ZIP archive. Drag-and-drop or click to browse. Duplicate files are detected and removed automatically.
After processing, customers see a clear summary: VAT amount, number of invoices processed, and what was sent to the accountant.
The portal runs under your own domain and branding. Your customers see your firm's name, logo, and colours — not ours. Fully white-labelled.
Scans PDFs and images, extracts ZIP archives, and deduplicates files by content hash. Identifies document types and extracts line items with amounts, dates, VAT numbers, and counterparty details.
Three-layer system: deterministic rules resolve standard invoices instantly and at zero cost. AI validates edge cases. Your corrections train the system — next quarter, the same supplier is classified automatically.
Four-phase matching: optimal assignment scoring IBAN, amount, date, reference, and counterparty name. Detects split payments and installments automatically. AI handles credit card purchases and payment processors.
Complete 2026 OB form calculation — all 15 rubrieken from 1a to 5e. Automatic ECB exchange rate conversion for foreign-currency invoices. Detects non-deductible expenses (BUA) and flags when a supplementary filing is required.
| Supplier | Invoice no. | Amount excl. | VAT | Category | GL acct. | Score |
|---|---|---|---|---|---|---|
| Bloem & Graan BV | INK-2026-0891 | €2.340,00 | 21% | 5b | 4200 | 98% |
| Deutsche Mehl GmbH | DE-44821 | €8.900,00 | Reversed | 4b | 4210 | 95% |
| Office Depot NL | NL-10294 | €189,00 | 21% | 5b | 4100? | 72% |
| Ali Import Ltd | CN-2026-33 | €4.550,00 | Import | 4a | — | 41% |
Purchase invoices, sales invoices, and bank statements — each in their own review matrix with AI suggestions per line.
Every AI suggestion comes with a confidence score. High-confidence items are pre-approved. Low-confidence items are flagged for review.
Override any AI suggestion with a single click. The system learns from your corrections — next quarter, the same pattern is classified correctly.
See exactly what will be booked in Exact Online before you approve. No surprises. Full transparency.
After approval, purchase, sales, and bank entries are posted to Exact Online as balanced journal entries. Every booking is logged in the audit trail.
Native API integration with Exact Online across five regions (NL, BE, DE, UK, US). Entries are booked directly as balanced journal entries — no CSV exports, no manual imports.
Every AI decision is logged and fully traceable. Full transparency on what was classified, corrected, and booked.
Manage all your clients from a single dashboard. Trigger quarterly runs per client and track progress through every stage of the flow.
One-time passwords sent by email. No customer accounts to manage, no passwords to reset. Simple and secure.
Foreign-currency invoices are converted to EUR using official ECB reference rates on the invoice date — per Dutch BTW regulations. Original amounts are preserved for review.
The system learns from every correction you make. Supplier-to-rubriek mappings are stored as deterministic rules — next quarter, the same supplier is classified instantly without AI.
Book a walkthrough tailored to your accounting practice. We’ll show you exactly how the VAT processing flow works with your Exact Online environment.