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INTEGRATIONSEXACT ONLINE + SHOPIFY

Connect Exact Online to Shopify

A Shopify store generates orders, refunds and payouts every day. In Exact Online, that has to be right to the cent, per VAT rate and per country. A good integration posts it all automatically, so you don't have to untangle payouts every month.

More on Exact Online integration
4.8 from 127 reviews
ISO 9001 & 27001
Exact OnlineAccounting and ERP
  • Orders as sales entries comes from Shopify
  • Refunds comes from Shopify
  • Payouts and fees comes from Shopify
  • Stock goes to Shopify
  • Items goes back and forth with Shopify
ShopifyEcommerce and payments

Built for clients including Tata Steel, M&G Investments, Digistore24, Toppers in Concert, Bar-le-Duc and Loogman

The situation

Shopify creates an order for every purchase, with customer, lines, discount, shipping and VAT. That data has to go into Exact as revenue, but not as a new invoice: the customer already has their confirmation. The money doesn't arrive per order either, but as a payout from Shopify Payments or another payment provider: many orders together, minus fees and refunds.

If you sell to consumers in other EU countries, VAT comes into play. Above the €10,000 threshold, you charge the VAT rate of the customer's country. In Exact, you create a separate OSS VAT code per country, so you can pull the OSS return (the EU One Stop Shop scheme) from your books.

What moves between them

For each item: which direction it goes, when, and why. This is the starting point; in the first conversation we fit it to your situation.

  1. 01Orders as sales entriesShopify → Exact Onlinewhen an order has been paid

    Every order becomes a sales entry in Exact, with the Shopify order number as reference. Revenue, shipping and discount each go to their own general ledger account, with the VAT code that belongs to the delivery country.

  2. 02RefundsShopify → Exact Onlinewhen a refund is created in Shopify

    A refund becomes a credit entry that refers to the original order. Revenue per period stays correct, even if the return falls in a later month.

  3. 03Payouts and feesShopify → Exact Onlinewith every Shopify Payments payout

    For each payout, Shopify provides the underlying transactions, with amount, fee and net amount. The integration posts them in a separate journal for the payment provider. The bank credit then matches against one payout, and the orders against the transactions.

  4. 04StockExact Online → Shopifywhen the stock position in Exact changes

    If Exact leads for stock, the stock position per item goes to Shopify. Exact reports changes to stock positions through a webhook, in the wholesale and manufacturing packages.

  5. 05ItemsExact Online ↔ Shopifywhen a new product or item is added

    You manage copy, photos and web prices in Shopify, item code and cost price in Exact. The SKU of every Shopify variant equals the item code in Exact; without that shared key, the integration can't link order lines to items.

Off the shelf or custom

Not always. If an existing integration for Exact Online and Shopify does exactly what you need, we'll tell you.

What already exists

The Shopify integrations in the Exact Online App Store come from other vendors. They post orders and refunds and create customers as customer accounts, and some also process Shopify Payments and OSS VAT or keep stock and items in sync. For one store, one administration and Shopify Payments as the main payment method, such an integration is often enough.

Test the edge cases in particular: gift cards, partial returns, orders in another currency, a second payment provider alongside Shopify Payments. That's where the difference lies between an integration that works and one where your bookkeeper corrects things every month.

When you need custom work
  • Besides Shopify Payments, you also use other payment providers, each with their own payouts and fees.
  • You sell in several countries or currencies.
  • You have bundles that are one product in Shopify and consist of several items in Exact.
  • Business customers buy on account, with their own customer account and payment terms in Exact.
  • You have several stores that post into one administration, or into different ones.
AI in between

AI reads, sorts and prepares a suggestion. Where it matters, a person decides.

Payouts that don't reconcile

Sometimes a payout doesn't match the orders: a chargeback, an adjustment, a reserve. An AI step looks for the transactions that explain the difference and prepares a posting proposal with an explanation. The bookkeeper approves or adjusts.

Questions from customer service

Customer service wants to know whether a refund has been processed. An AI assistant that can only read looks up the order in Shopify and the credit entry in Exact and answers. It can't change anything.

What to watch

Sales entry, not sales invoice

Shopify already sends the customer a confirmation. So create a sales entry in Exact, not a sales invoice: a sales invoice through the API is meant to be sent from Exact.

VAT per country

Create a separate OSS VAT code per country in Exact, not linked to a box on the Dutch VAT return. Exact collects those entries in the OSS report, which you use for the return outside Exact. The integration chooses the code based on the delivery country.

Every customer a customer account?

A separate customer account per consumer gives detail, but also thousands of records with personal data in your books. A single collective account for consumers keeps that small. Decide upfront, with the GDPR in mind too.

Stock in one place

Let one system determine stock. If Shopify and Exact both count down, they drift apart. Stock positions through the API are only available in the Exact packages for wholesale and manufacturing.

How we build an integration

  1. What goes where

    Which data moves, in which direction, and which system wins when two values differ. That is written down before anything gets built. For this integration, that means: Orders as sales entries, Refunds, Payouts and fees, Stock, Items.

  2. Fields and rules

    For every field, how it translates between the systems: statuses, VAT codes, general ledger accounts, item numbers. And what happens with a duplicate or a missing value. For this integration, that means: Sales entry, not sales invoice, VAT per country, Every customer a customer account?, Stock in one place.

  3. Testing with real cases

    In a sandbox or test administration, with the exceptions you actually run into: credit notes, partial deliveries, changed customer details.

  4. Live, with logging and monitoring

    Every sync is logged, and when something fails, someone gets an alert. If a vendor changes its API, we update the integration.

The Your Tech Club team at the office in Amsterdam
Amsterdam
Who you'll talk to

No account manager. You talk to someone who builds integrations themselves, and who will tell you when a standard integration is enough.

Joey van VlietJoey van VlietFounder
Yassine SeghrouchniYassine SeghrouchniFounder
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Frequently asked questions

Can I connect Shopify to Exact Online?

Yes. The Exact Online App Store lists Shopify integrations from other vendors, and you can also build your own integration through the APIs of both systems. Shopify reports new orders, payments and refunds through webhooks; Exact receives them as sales entries.

How do I process Shopify Payments payouts in Exact?

Post them in a separate journal for the payment provider. For each payout, Shopify provides the transactions with amount, fee and net amount. That lets you match the bank credit against the payout and the orders against the transactions, with fees on their own general ledger account.

How do I handle VAT on sales to consumers in other EU countries?

Create an OSS VAT code per country in Exact and let the integration choose it based on the delivery country. Exact collects those entries in the OSS report. You file the OSS return itself outside Exact, using the figures from that report.

Does every Shopify customer need to become a customer account in Exact?

No. You can post consumers to a collective customer account and give only business customers their own account. That keeps your customer list small and limits the personal data in your books.

Can stock from Exact be sent to Shopify?

Yes, with an Exact package for wholesale or manufacturing. Only those packages offer stock positions through the API, with a webhook on changes. The SKU in Shopify must then equal the item code in Exact.

Related services

Exact Online integrationCloud accounting and ERP software from the Dutch company Exact, widely used by SMEs and their accountants.Shopify integrationHosted ecommerce platform for brands and retailers, from a first store to Shopify Plus.What does an integration cost?Get an estimate in two minutes
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Sources

The technical facts on this page come from the vendors' official documentation, checked on 19 September 2026. Vendors change their APIs and limits; when we build an integration, we always check the current state.