Integrate WooCommerce with Exact Online
Appfront integrates your WooCommerce webshop with Exact Online, so orders automatically appear as sales invoices in your accounts, customer details are not entered twice, and stock is accurate in both systems. No more manual retyping, fewer errors, and your books reconcile faster at the end of the month.
What does integrating WooCommerce with Exact Online involve?
WooCommerce and Exact Online are both strong systems, but by default they do not talk to each other. Without an integration, you retype orders, customer details and stock movements by hand, which is error-prone and time-consuming as your order volume grows.
A custom integration listens for new orders, changes and payments via the WooCommerce REST API and webhooks, and automatically converts them into sales invoices, customer records and stock movements via the Exact Online REST API. Returns and credit notes can follow the same route back.
Appfront builds this integration around your order types, VAT situation and sales channels, with queue-based processing for busy periods and clear error handling for when a synchronisation occasionally fails.
Orders become invoices automatically
Each new WooCommerce order automatically prepares a sales invoice in Exact Online via the SalesInvoices endpoint, including order lines, VAT rate and customer details.
Stock stays accurate
Stock movements flow between WooCommerce and Exact Online, so you never sell items that aren't in stock or keep duplicate stock records.
One customer record, no duplicates
Customer details from WooCommerce are matched or created in Exact Online, so invoicing and customer history stay consistent in one place.
Our process for integrating WooCommerce with Exact Online
We work to a proven methodology that surfaces risks early and delivers a stable integration. From an initial analysis of your order types and accounting setup through to go-live and ongoing management.
We map out which order types, VAT regimes, discounts and sales channels are involved, and which Exact Online administration(s) will be connected.
We design the webhook and API architecture, choose authentication and establish an error-handling strategy for failed synchronisations.
Implementation with automated tests covering order scenarios, structured logging and monitoring. You see working builds along the way.
Controlled go-live with validation on real orders, followed by ongoing management and expansion to new scenarios.
What the integration delivers in practice
Each integration is set up around your specific order types and accounting structure. These are the features we most often deliver for webshops connecting WooCommerce to Exact Online.
Order-to-invoice automation
New orders are picked up via the WooCommerce webhook and automatically converted into a sales invoice in Exact Online, including order lines and VAT.
Stock synchronisation
Stock levels are kept in sync between both systems, in one direction or both ways, so saleable inventory is always up to date.
Customer and address data
Customer records are recognised or created in Exact Online, with invoicing and shipping addresses correctly kept separate.
VAT and general ledger mapping
Order lines are mapped to the correct VAT rates and general ledger accounts, including for deviating regimes or multiple countries.
Returns and credit notes
Returns and cancellations in WooCommerce can automatically generate a credit note in Exact Online, keeping your bookkeeping in line.
Real-time error handling
Failed synchronisations are automatically retried and logged, with alerts so nothing goes unnoticed.
Typical use cases in practice
An integration between WooCommerce and Exact Online looks different for every webshop. We see a number of patterns recur.
Growing webshops
Webshops where order volume has outgrown manual bookkeeping. Invoicing and stock remain accurate without needing to hire additional administrative staff.
Multichannel retailers
Retailers selling through other channels alongside WooCommerce. All order flows come together in one set of books, so reporting is accurate regardless of sales channel.
B2B webshops with complex invoicing
Webshops with tiered discounts, credit terms, or VAT that differs by customer group. The integration applies this logic automatically to the correct invoices and ledger entries.
Physical and online stock combined
Retailers with both a physical shop and a webshop. Stock is updated in both directions, so nothing is ever sold online that has already gone in-store.
Technology we use
We build the integration using the official WooCommerce and Exact Online APIs, combined with the backend stack that suits your needs.
Why choose Appfront for this integration?
Appfront has extensive experience with e-commerce and accounting integrations for Dutch organisations. We start with a thorough analysis of your order types and accounting setup. An integration should not only work technically, but also simplify your actual administrative processes.
We write clear documentation so that your own team or a future supplier can understand and manage the integration. No black box, but transparent code and clear agreements on monitoring and maintenance.
You work with a fixed point of contact who understands both the technical and the accounting side.
Using Shopify instead of WooCommerce? Then see Connecting Shopify to Exact Online. Want to connect Exact Online to a different system? See our Exact Online integration. Don't have a WooCommerce store yet? Look at Building a WooCommerce webshop. You can also explore our wider services around API integrations, middleware and custom software.
- Experience with the WooCommerce REST API and webhooks
- Specialists in Exact Online integrations (SalesInvoices, Accounts, Items)
- Familiar with VAT logic, discounts and multiple sales channels
- Secure by default: webhook signature validation, OAuth tokens stored securely
- Structured error handling and retry mechanisms
- Comprehensive logging and monitoring from day one
- Clear documentation your team can read and manage
- A fixed point of contact, no account managers passed around
- Ongoing maintenance and proactive further development
Security and privacy in this integration
Orders and invoices contain personal data and financial information. Appfront validates WooCommerce webhooks with an HMAC-SHA256 secret so that only legitimate orders are processed, and stores Exact Online OAuth tokens in line with the OWASP ASVS guidelines.
Customer personal data is only synchronised to the extent necessary for invoicing, in accordance with the GDPR. Invoices fall under the statutory tax retention obligation; Exact Online, as an accounting system, is already set up for this.
More on our security approach: information security policy and CVD policy.
- GDPR-compliant data processing and data minimisation
- Encryption in transit (TLS 1.2+) and at rest
- HMAC-SHA256 webhook signature validation
- OAuth tokens stored securely, with timely rotation
- Audit logs with traceable data flows
- Automatic retries and dead-letter queues
- Monitoring and alerting for anomalies
- Documentation for your record of processing activities
Frequently Asked Questions
Answers to the questions we are asked most often about connecting WooCommerce to Exact Online.
When connecting WooCommerce to Exact Online, we build a technical bridge between your webshop and your accounting. New orders in WooCommerce are picked up via the WooCommerce REST API and webhooks (topic order.created) and automatically created as sales invoices in Exact Online via the Exact Online REST API. Customer details, stock movements and payment status are included, so you no longer need to retype orders by hand.
By default, we set up synchronisation for orders and sales invoices, customer and address details, order lines with VAT rates, payment status and stock movements. Depending on your situation, we add returns, credit notes, discount codes, or multiple currencies and VAT regimes. Together with you, we determine the exact scope, so that only relevant data flows back and forth.
A straightforward integration (orders automatically turned into invoices in Exact Online, without unusual VAT regimes or multiple channels) can go live within a few weeks. More complex projects involving two-way stock synchronisation, multiple webshops or specific general ledger logic usually take longer. After an intake meeting, we will give you a realistic estimate.
On the webshop side, we work with the official WooCommerce REST API and webhooks (with HMAC-SHA256 signature validation), and on the accounting side, the Exact Online REST API with OAuth 2.0 authentication. To create invoices, we use the SalesInvoices endpoint, which also automatically updates stock and financial records. Processing runs on a backend that suits your infrastructure, with queue-based processing for peaks and reliable error handling.
The cost depends on the complexity of your order types, the number of data fields to be synchronised, whether stock needs to flow in both directions, and how much custom work is needed in the VAT or ledger logic. Ongoing management and monitoring also count. We always provide a clear quote following a no-obligation analysis of your current situation.
Yes. We validate WooCommerce webhooks with an HMAC-SHA256 secret so that only legitimate orders are processed, store Exact Online OAuth tokens securely, and follow the OWASP ASVS guidelines. Customer personal data is only synchronised to the extent necessary for invoicing, in accordance with the GDPR. Invoices also fall under the statutory tax retention obligation, for which Exact Online as an accounting system is already set up.
Yes. We regularly take over existing integrations, even if they were originally set up by a plugin or another party. We assess the current webhook configuration, error handling and data flows, document the setup and propose improvements. From that point on, we handle adjustments, extensions and monitoring.
For simple webshops with standard VAT rules, a ready-made connector app may be sufficient. Once you deal with unusual VAT regimes, multiple currencies, complex discount structures, multiple sales channels or specific general ledger logic, a custom integration offers more flexibility, control and error handling tailored to your processes.
Ready to connect WooCommerce to Exact Online?
Tell us which order types, VAT situations and sales channels you have, and we'll gladly help you determine the right scope, synchronisation frequency and error handling. A no-obligation first conversation will give you a clear picture of what's possible within half an hour.