1. What is email export?
Email export is another way to send your clients' documents to your accounting software. It works alongside the Accountable Connect API connection: instead of a direct API link, Accountable sends the documents by email to your accounting software's inbox.
Accountable sends documents by email to your accounting software's inbox.
Each document is a UBL file with the original PDF embedded.
Ideal for software without an API connection.
No VAT mapping or folder linking required: you only configure email addresses.
1.1. Which software is supported?
Email by default:
WinBooks
WinAuditor
Clearfacts
Sage BOB 50
Expert/M
Adsolut
API by default: Horus, Yuki, Exact Online, Octopus, and Odoo. You can switch to email-only if the client is already connected via API (see section 6.1).
⚠️ Sage BOB 50, Adsolut, and Expert/M do not have their own email inbox. You need a connector such as Clearfacts. This connector may involve an additional cost and is not included in the Accountable subscription. In Accountable, you enter the connector's email addresses. |
⚠️ Using Clearfacts to transfer to Adsolut or Expert/M? In that case, select Adsolut or Expert/M in Accountable, not Clearfacts. These applications require a different file format (UBL.BE). If you select Clearfacts, documents will be rejected by your accounting software without any notification. |
1.2. Requirements
Your client is a Belgian company.
Your client is connected to your accounting workspace.
Your client has a paid subscription. Free plans and Invoicing+ are not eligible.
Configuration is done in Accountable for Accountants, via the web application.
If needed, assign the client a seat from your firm, or ask them to upgrade their subscription.
2. Setting up email export
Configuration is done per client.
Step 1: Choose your accounting software
Go to your client list.
Click the link icon in the Accountable Connect column.
Select your accounting software.
Step 2: Create the inboxes in your software first
Create one inbox per journal, or use a single address for multiple journals.
The screen links to your software's setup guide. See also section 2.1.
A typo in the domain name is flagged as soon as you save.
Accountable cannot verify whether an address actually exists. If it does not, you will receive a notification after your export.
Step 3: Assign an email address to each journal
Expenses: invoices, receipts, credit notes
Revenue: invoices, credit notes, receipts without invoice
Rules:
Each journal is sent to one address.
The same address can be used for multiple journals.
Every journal in a section must have an address before you can save.
Configuring Expenses only is also possible.
Step 4: Review your configuration
You see a summary of where your client's documents will be delivered.
Step 5: Launch the export
The Expenses export panel opens. See section 3.
2.1. Where do you create the inbox?
Software | How | Guide |
WinBooks | Email To module (Virtual Invoice). One address per journal. WinBooks may charge a per-invoice processing fee. | |
WinAuditor | Create one inbox per journal and choose the format. WinAuditor generates the address. | |
Yuki | One address per administration (...@yukiworks.be). | |
Octopus | Use the folder's uid- address (uid-...@import.octopus.be). Add -A (purchases) or -V (sales) to separate journals. | |
Exact Online | One address per administration via Scan & Recognise. One address per document type is also possible. | / |
Odoo | One email alias per journal. | |
Horus | Horus creates one address per folder. | / |
Clearfacts (also for Sage BOB 50, Adsolut, Expert/M) | Use the folder's unique Clearfacts address. | / |
3. Exporting documents
Open the client's profile.
Go to Expenses or Revenue. These are exported separately.
Click Export in the top right.
Choose a period or select documents manually.
Click Export.
Good to know:
What gets sent? Only validated documents with an attachment.
Already exported? By default, previously exported documents are not resent. You can include them using the option in the export panel.
Maximum: 1,000 documents per export.
Frequency: manual only. Automatic exports are coming soon.
The email is sent from an Accountable no-reply address. Large exports are split across multiple emails.
History: in Past exports, these exports carry the EMAIL badge with the name of your software.
4. How do you know the export worked?
⚠️ A confirmation email means the files were sent, not that they were posted in your accounting software. Always verify in your accounting software directly. |
After your first export, Accountable asks whether the documents arrived correctly in your software. Click Yes, or update your configuration.
This question reappears if you update the configuration, if an address stops working, or after approximately 90 days.
You receive an email from us only if there is a problem. No summary is sent after a successful export.
5. Troubleshooting
An address is marked "Not delivered"
The address does not exist, or the inbox rejected our email.
The documents revert to "not exported".
You receive an email and a message in the export panel.
Exports for that section are blocked until you correct the address.
Fix: correct the address in the client settings and export again. If our email was marked as spam, allow our sender in your inbox and save the address again.
Delivery not confirmed
No confirmation within 72 hours? The documents revert to "not exported".
They are automatically included in your next export.
Do not export them again in the meantime, as this may create duplicates.
A document is missing from the export
Check that it is validated and has an attachment.
Already exported? Include it using the option in the export panel.
File larger than 7.5 MB
Files over 7.5 MB are not sent by email. Download the file and upload it manually to your accounting software.
Documents rejected in Adsolut or Expert/M
Make sure you have selected Adsolut or Expert/M in Accountable, not Clearfacts.
6. Managing the connection
Client list: click your software's logo in the Accountable Connect column. From there you can update email addresses or switch to API.
Updating an address: the change applies from that point on. Previous exports are not resent to the new address.
Firm settings: one line per software, for example "WinBooks (3 clients via email)". You can view clients, edit their settings, delete a connection, or disable the integration.
Deleting a connection: the client's settings are cleared. A new connection requires a fresh configuration.
6.1. Switching from API to email
Available for Horus, Yuki, Exact Online, Octopus, and Odoo. This is useful if you prefer to process documents in your software manually rather than having them posted automatically.
The client must already be connected via API.
Click the logo in the Accountable Connect column and select email delivery.
Both Expenses and Revenue switch to email at the same time.
The bank transaction connection is removed for that client.
Previously exported documents are not resent.
You can switch back to API at any time.
Need help? Chat with us or email support@accountable.eu, we're happy to help.