Exact Online Standard Operating Procedure (SOP)
Last updated:
The Exact Online integration links work instructions to data from Exact Online: an operator selects a sales order, shop order, purchase order, item, account, address, operation or warehouse in a step, by searching or scanning, and the data is stored with the run. Work on the shop floor is then traceable to the order in your ERP.
A Standard Operating Procedure (SOP) is a detailed, step-by-step instruction that describes how to perform specific tasks within an organization. By implementing a clear SOP, you reduce errors, improve productivity, and keep everyone on the same page. It is the key to standardization and success in any business operation!
Exact Online Workinstruction
The Work Instruction App digitizes SOPs for daily guidance. Tasks are logged in a traceable manner for auditability. You can support business processes such as goods checks, work orders, inspections, and onboarding using clear, media-rich instructions-anytime, anywhere via mobile app.
What is an Exact Online SOP?
An Exact Online SOP (Standard Operating Procedure) is a structured work instruction that guides users through key business processes within the Exact Online environment. These procedures cover tasks such as invoicing, order management, inventory updates, and financial reporting.
By implementing SOPs in Exact Online, organizations can reduce errors, improve consistency, and ensure that every team member follows the same steps. SOPs can be integrated into specific modules and actions in Exact Online, helping users perform complex tasks with clarity and precision.
Digital SOPs also provide version control, step-by-step tracking, and audit logs - essential for maintaining quality standards, meeting compliance requirements, and training new staff efficiently.
How Does the Exact Online Work Instruction Setup Work?
Setting up a work instruction for Exact Online begins by documenting a recurring business task - for example, processing supplier invoices or performing account reconciliations. This task is then translated into a structured, digital instruction within a SOP platform such as the WorkInstruction App.
Examples include "Create sales invoice", "Verify VAT return", or "Post journal entries". Instructions are broken down into clear, actionable steps - often supported by screenshots, tooltips, and notes.
Once integrated, these instructions appear contextually while the user works in Exact Online. The result: immediate, in-app guidance without disrupting the workflow. This makes Exact Online work instructions especially useful for onboarding, compliance, and scaling standardized operations.
Exact Online Standard Operating Procedure – Real-World Example
Imagine you work in the finance department and handle monthly VAT submissions in Exact Online. With an Exact Online Standard Operating Procedure, that process becomes a clear, repeatable workflow:
- Review unprocessed transactions
- Launch VAT return in Exact Online
- Verify calculations and adjustments
- Export reports and archive them
- Submit to the tax authorities
Using the WorkInstruction App, this procedure is transformed into a digital SOP that guides users through each step. Each action is accompanied by explanations, visuals, and checklists. Employees follow the same verified workflow every time - even when team members are absent or new to the system.
This real-world example highlights how digital SOPs not only save time and reduce mistakes but also enhance consistency and control within Exact Online.
Other input types
Try the Work Instruction App free for 1 month:
Connect Exact Online to the Work Instruction App
- Sign in and open Settings in the side bar.
- Under the Exact Online tab, click Login. Exact Online opens its own sign-in page.
- Select your country (usually Netherlands):
- Authorize access:
Loading Data
- Return to Settings and click "Load all items to cache" under the Exact Online tab.
- The app loads the Exact Online properties first and then the records your work instructions need.
- For a large administration this takes a little while; keep the page open until it is done.
- Once complete, you will be redirected to the home screen.
Add an Exact Online Element
- Open Work instructions in the side bar and create a new work instruction, or open an existing one in the editor.
- Click Add step under the last step.
- Choose the Exact Online step you need, for example a sales order, shop order or item, in the group Exact Online of the step picker. That group appears once Exact Online is connected.
- Once complete, publish the instruction.
Select Exact Online Data
- Start the work instruction via Start work instruction in the side bar.
- Begin typing in the field to search or scan a barcode:
- Once selected, the data appears automatically:
- Complete and save your instruction.
Analyze Executed Instructions
- Open Runs in the side bar to see the completed work instructions.
- Select a saved instruction to view linked Exact Online data:
Frequently asked questions about the Exact Online integration
Accounts (customers and suppliers), items, sales orders, purchase orders and shop orders. After the Exact Online administration is connected, the data is loaded into the app and an Exact Online step on a page lets the operator select a record.
By typing in the field to search, or by scanning a barcode. The selected data appears in the step and is stored with the execution, so it can be traced back in Analyze.
Yes. The integration connects to an existing Exact Online administration; access is authorised with an Exact Online login from the settings page of the Work Instruction App.