Features

Connect Exact Online Handel to Your Marketplaces — Without Breaking Your Workflow

You've built your wholesale business on Exact Online Handel. Every customer, every invoice, every stock movement lives there. It's your financial source of truth.

Now you want to sell on bol.com. Or Amazon. Or launch your own webshop. Maybe all three.

Here's where it gets painful. Those marketplace orders need to end up in Exact for bookkeeping. Your Exact inventory needs to reflect on those sales channels. Tracking numbers need to flow back to customers. And it all needs to happen without hiring someone to copy-paste data between systems all day.

This is the ERP-ecommerce gap. And for Dutch wholesalers and distributors, it's been the barrier between running a tight operation and actually growing online sales.

Stockpilot's Exact Online Handel integration closes that gap.

The wholesale e-commerce problem

Exact Online Handel is built for wholesale and distribution. It handles complex pricing structures, customer-specific rates, multi-warehouse inventory, VAT calculations, and proper financial reporting. For B2B operations, it's excellent.

But Exact wasn't designed for the pace and complexity of marketplace selling.

When a customer orders on bol.com at 11pm, that order needs to be acknowledged within minutes. Inventory needs to update across all channels instantly. The customer expects a tracking number by morning. This isn't how traditional wholesale operates.

Trying to bridge this manually creates problems that compound quickly.

Manual order entry doesn't scale

Your first marketplace orders feel manageable. Copy the customer details into Exact. Create a sales order. Enter the line items. Process the invoice.

At 10 orders per day, this takes an hour. At 50 orders per day, it's a full-time job. At 100+ orders during peak season, you're drowning — and errors creep in. Wrong quantities. Missed orders. VAT rates applied incorrectly.

Every manual touchpoint is a failure point waiting to happen.

Inventory drift causes overselling

Exact knows your real stock. But your marketplace listings don't automatically know what Exact knows.

You sell 20 units to a B2B customer and book it in Exact. Your bol.com listing still shows those 20 units available. A consumer orders all 20. Now you're overselling — canceling orders, damaging your seller metrics, and potentially losing your marketplace ranking.

The longer the delay between Exact and your sales channels, the more exposed you are.

Fulfillment becomes fragmented

You ship an order from your warehouse and enter the tracking number in Exact. But bol.com doesn't know that. Amazon doesn't know that. Your customer is wondering where their package is while you're manually copying tracking numbers between systems.

For marketplaces that penalize late shipment confirmation, this fragmentation directly hurts your seller performance.

What the integration actually does

Stockpilot connects Exact Online Handel to your sales channels — Amazon, bol.com, Shopify, WooCommerce, and others — creating a continuous flow of orders, inventory, and fulfillment data.

Three core functions make this work:

1. Automatic order forwarding

When an order arrives from any sales channel, Stockpilot can automatically forward it to Exact Online Handel as a sales order. Complete with customer information, line items, pricing, and correct VAT rates.

No manual entry. No copy-pasting. Orders flow from marketplace to ERP without human intervention.

Channel-specific customer mapping lets you assign different Exact customers to different sales channels. Your Amazon orders can go to a "Amazon Marketplace" customer account while bol.com orders go to "Bol.com Marketplace" — keeping your bookkeeping clean and your revenue reporting clear.

2. Real-time inventory synchronization

Stockpilot monitors inventory changes in Exact Online Handel using webhook technology. When stock levels change in Exact — whether from a B2B sale, a purchase order receipt, or a manual adjustment — Stockpilot detects it immediately.

Those changes then propagate to all connected sales channels. Your bol.com listing updates. Your Amazon listing updates. Your webshop updates. Within seconds, not hours.

The system syncs "FreeStock" specifically — the quantity actually available for sale, not reserved or allocated inventory. This prevents overselling even when you have stock committed to pending orders.

3. Fulfillment and tracking flow

When you fulfill orders through Exact Online Handel, tracking numbers flow back through Stockpilot to every sales channel. Customers get their shipping updates automatically. Marketplaces register the shipment confirmation.

This closes the loop. Order in, fulfillment out, customer notified — all connected.

Three ways to use the integration

Different businesses have different workflows. The integration adapts to how you want to operate.

Option A: Bookkeeping only

How it works: Orders forward to Exact for invoicing and financial records. Stockpilot handles the actual shipping — you pick, pack, and generate labels through Stockpilot or your connected shipping carriers.

Best for: Businesses that want Exact as the financial system of record but prefer Stockpilot's fulfillment tools for day-to-day operations. Common when your warehouse team is already comfortable with Stockpilot's pick and pack flow.

The flow:

Order arrives on bol.com
Stockpilot forwards order to Exact (creates sales order)
Warehouse picks and packs in Stockpilot
Shipping label generated through Stockpilot
Tracking syncs back to bol.com
Invoice processed in Exact

Option B: Full ERP fulfillment

How it works: Orders forward to Exact, and Exact handles the complete fulfillment process including shipping. Stockpilot retrieves tracking numbers from Exact and pushes them back to marketplaces.

Best for: Businesses where Exact Online Handel is already integrated with warehouse operations, or where fulfillment is handled by a partner using Exact.

The flow:

Order arrives on Amazon
Stockpilot forwards order to Exact
Warehouse fulfills through Exact's processes
Tracking number entered in Exact
Stockpilot retrieves tracking from Exact
Tracking syncs back to Amazon
Customer receives shipping notification

Option C: Hybrid approach

How it works: Enable or disable order forwarding per sales channel. Some channels route through Exact, others stay in Stockpilot.

Best for: Complex operations where different channels have different requirements. Maybe your B2B portal orders go to Exact while marketplace orders stay in Stockpilot for faster fulfillment.

The flexibility: You control which channels forward orders, which channels sync inventory, and how fulfillment is handled — all configurable per channel.

How inventory sync works under the hood

Understanding the technical flow helps you trust the system and troubleshoot when needed.

Webhook-based updates

Traditional integrations poll for changes — checking every few minutes whether something has updated. This creates delays and unnecessary system load.

Stockpilot's Exact integration uses webhooks. When inventory changes in Exact, Exact actively notifies Stockpilot. The update happens in seconds, not minutes.

FreeStock synchronization

Exact Online Handel distinguishes between different stock types:

Physical stock: What's actually in the warehouse
Reserved stock: Committed to pending orders
FreeStock: Available for new sales

Stockpilot syncs FreeStock specifically. This prevents a common problem: showing inventory as available when it's actually reserved for a B2B order that hasn't shipped yet.

Multi-warehouse support

If you operate multiple warehouses through Exact's division system, Stockpilot can sync inventory from each location separately. You maintain accurate stock visibility across locations while presenting unified availability to your sales channels.

Clean bookkeeping across channels

One of the biggest challenges in multi-channel e-commerce is maintaining clean financial records. Different channels have different fee structures, different VAT treatments, and different customer relationships.

Customer mapping per channel

Assign each sales channel to a specific customer account in Exact. This creates clear separation in your revenue reporting:

Amazon DE orders → "Amazon Germany" customer
Bol.com orders → "Bol.com Marketplace" customer
Webshop orders → "Webshop Direct" customer
B2B Portal orders → Individual customer accounts

Your accountant will thank you. Your tax reporting becomes straightforward. And you can analyze profitability by channel without spreadsheet gymnastics.

Complete order data

Forwarded orders include everything needed for proper bookkeeping:

Customer details (as mapped or from marketplace data)
Line items with correct product references
Pricing at point of sale
VAT rates properly applied
Order references for traceability

No missing data. No manual enrichment needed.

Who this integration is for

This isn't for every business. It's specifically designed for wholesale and distribution companies with particular characteristics.

Wholesalers expanding into online sales

You've sold B2B for years. Now you want to reach consumers directly through marketplaces. But you need those new sales to integrate with your existing ERP workflow — not create a parallel operation.

Distributors managing multiple channels

You supply retailers, sell through marketplaces, and maybe run your own webshop. Each channel has different requirements, but all revenue needs to flow through one financial system.

Growing businesses that refuse to choose

Some companies think they have to choose: professional ERP capabilities OR multi-channel e-commerce agility. This integration eliminates that false choice. You get both.

Operations requiring audit trails

For businesses with compliance requirements — whether regulatory or contractual — having all orders flow through Exact creates the documentation trail you need. Every marketplace transaction has a corresponding record in your ERP.

Getting started

Prerequisites

Active Exact Online Handel subscription
Stockpilot account with connected sales channels
Admin access to both systems for initial setup

Setup process

Step 1: Authenticate Exact Online

Connect your Exact Online account to Stockpilot using OAuth2. One-click authentication — no credentials stored, fully secure.

Step 2: Configure customer mapping

Decide which Exact customer account should receive orders from each sales channel. Create marketplace-specific customers in Exact if needed.

Step 3: Enable features per channel

Choose which channels forward orders to Exact. Choose which channels receive inventory sync from Exact. Configure fulfillment handling for your workflow.

Step 4: Test with live orders

Start with a single channel. Verify orders flow correctly. Check inventory sync timing. Confirm tracking numbers propagate properly.

Step 5: Expand to all channels

Once confirmed working, enable across all sales channels. Monitor for any edge cases and adjust configuration as needed.

Ongoing operation

Once configured, the integration runs automatically. Orders flow without intervention. Inventory stays synchronized. Tracking numbers propagate on their own.

Stockpilot provides logging for all integration activity — you can see what's been synced, when, and troubleshoot any issues quickly.

The end of the ERP-ecommerce gap

For too long, wholesale businesses have been forced to choose between operational excellence and e-commerce growth. Running a tight ERP operation meant staying away from marketplaces. Selling on marketplaces meant accepting chaos in your back office.

That trade-off is over.

With Stockpilot's Exact Online Handel integration, your orders flow from marketplace to ERP automatically. Your inventory stays synchronized in real-time. Your fulfillment tracking reaches customers without manual steps.

You keep Exact Online Handel as your financial source of truth. You add Amazon, bol.com, and any other channel you want. And both systems work together instead of fighting each other.

Your ERP doesn't have to hold back your e-commerce growth anymore.