Bookkeeping: find the invoice behind every bank line
What it does
Enydea connects to your own Exact Online administration. For the bank and card lines that are still open, it searches the mailbox you connected for the invoice or receipt that belongs to each line, reads the document, and puts its proposal in a review list. A line for which it finds nothing is on the list too, with the reason. Nothing is booked until a person approves it.
Note: Only a company admin can work with the accounting. The connection is made in Settings -> Integrations; see Integrations overview.
Before you start
- Connect your Exact Online administration, and set the VAT country of the administration under Booking defaults on the Exact page. Enydea does not guess it.
- Connect the mailbox that receives your invoices. Without one, nothing is searched, and the review list says so instead of pretending that no invoices exist. See Mailbox.
Find the invoices for open bank lines
- Open the Exact page and the Reconciliation tab.
- Enter the GL account code where unmatched bank or card lines wait. You can limit the scan with a From and To date.
- Start the scan. For every open line that is not on the list yet, Enydea:
- looks in the mailbox for mail that names the supplier, from a week before to a week after the date of the line, and that carries a PDF or an image;
- reads the most promising documents with AI (only a few per line, and it counts towards your AI usage);
- scores each document against the line on amount and date.
- Review the list. Each row shows the date, description and amount of the line, the Candidate match, the GL account it would be booked to, and a Confidence.
- Approve, reject, or search again with a wider date window. If a row has more than one candidate, you choose which document is used.
You can also attach a document yourself, for example a card statement that mail search will not find, or upload several documents at once and let Enydea match each one to a line by amount and date.
The same can be asked from the AI Assistant, or from Claude or ChatGPT through the connector: scan the account, list what is waiting, and search the mailbox.
What gets flagged
The first two flags appear on the Reconciliation tab, the others when you scan a supplier bill on the Supplier bills tab.
| Flag | When it appears |
|---|---|
| No document found | The line stays on the list with the reason: no mailbox is connected, no mail with a PDF or image was found, mail was found but carries no document, a document could not be read, or the documents read do not match the amount within 5%. |
| Possible duplicate | The invoice looks like one that is already recorded. It is a warning on the list, and approving is refused if the check against your recorded invoices and Exact finds the same invoice. |
| Foreign VAT (supplier bills) | A supplier bill carries the VAT of another country. It is not booked on a Dutch VAT code. It is booked with the VAT kept in the cost, and only when you agree. |
| Unknown supplier (supplier bills) | The supplier on a scanned bill is not known in the administration. |
| Totals that do not add up (supplier bills) | The totals cannot be used, or the amounts differ from the figures printed on the document. Such a bill is refused until you correct it or confirm that the difference is meant. |
Check the ledger for foreign VAT
Ask the assistant for a foreign VAT audit. It reads the input-VAT and acquisition accounts, looks up the country of each supplier, and lists postings where VAT of another country went on a Dutch VAT code, grouped by country and year with the deadline for reclaiming it from the other country (30 September of the next year). It changes nothing in Exact. It applies general rules and is something to confirm with your tax adviser, not tax advice.
Good to know
- Approving writes to Exact. A booking made from the list is a real entry in your administration and cannot be undone from Enydea.
- Reading is AI. The result can be wrong or differ between two reads of the same document, which is why every proposal waits for a person.
- Suggested accounts learn from your books. A suggestion says how many past lines it rests on. There is no default account.
- Other accounting software than Exact Online is not connected.