ClearFacts — to your accountant

Updated on 2026-10-05

Stuurt elke factuur en creditnota apart per mail naar het verkoopboek van je boekhouder in ClearFacts, op het moment dat ze naar de klant vertrekt. Het kassaboek gaat niet per dag: dat gaat mee in de mail aan je boekhouder, voor de periode die jij of je boekhouder kiest — bijvoorbeeld per kwartaal. (Sends every invoice and credit note separately by email to your accountant's sales journal in ClearFacts, at the moment it leaves for the customer. The cash book does not go daily: it goes along in the email to your accountant, for the period you or your accountant choose — for example per quarter.)

Instellingen → Koppelingen → Boekhouding → ClearFacts → Instellen.

What happens by default:

• Your invoices and credit notes each go separately by email to ClearFacts, at the moment they leave for the customer. See Sales invoices, by email below.
• Your cash book does not go to ClearFacts day by day. It goes as CSV in the email to your accountant, with Naar de boekhouder (to the accountant), for the period you or your accountant choose — per quarter, per month or a period you mark yourself. See The cash book below.

If your accountant also wants every till day as a separate document in their ClearFacts Inbox, you can switch that on with Kassadagen ook als document naar ClearFacts (till days also as a document to ClearFacts). By default it is off.

The fields

The company number is checked. If it is wrong, you read Dit is geen geldig Belgisch ondernemingsnummer. (This is not a valid Belgian company number.) The email address is only checked for its form: HairConnect does not invent a format or domain for a ClearFacts address.

A token alone switches nothing on. If you fill in a token without a sales invoice address and without switching the till days on, the screen still asks for the address: otherwise the integration would be on without doing anything.

The test

Verbinding testen (test connection) says what happens, and with a token also which set of books it comes out on:

• Only a sales invoice address: De facturen en creditnota's gaan elk in een eigen mail naar {adres}. (…) Het kassaboek gaat niet naar ClearFacts: dat gaat mee in de mail aan je boekhouder, voor de periode die jij of je boekhouder kiest. (The invoices and credit notes each go in their own email to {address}. That address has not been checked with ClearFacts — that is only possible by sending something to it. The cash book does not go to ClearFacts: it goes along in the email to your accountant, for the period you or your accountant choose.)
• With a token: ClearFacts antwoordt voor {naam} ({nummer}). (ClearFacts answers for {name} ({number}).), followed by where the invoices go and where the cash book goes — Het kassaboek gaat niet naar ClearFacts: … while the till days are off, or Bij elke verzending naar de boekhouder gaat bovendien elke afgesloten kassadag als één document naar ClearFacts. (With every sending to the accountant, every closed till day also goes to ClearFacts as one document.) if you switched them on;
• Het token werkt, maar geeft geen toegang tot {nummer}. (The token works, but gives no access to {number}.) — together with the companies it does have access to;
• Er staat nog geen toegangstoken en geen e-mailadres voor de verkoopfacturen ingevuld. / Vul eerst een geldig ondernemingsnummer in. (No access token and no sales invoice address have been filled in yet. / Fill in a valid company number first.)

With a token there is also one sentence about Peppol:

• Dit ondernemingsnummer staat in de Peppol-directory: je leveranciers kunnen je e-facturen sturen. (This company number is in the Peppol directory: your suppliers can send you e-invoices.)
• Let op: dit ondernemingsnummer staat niet in de Peppol-directory — leveranciersfacturen over Peppol bereiken je dan niet. Vraag je boekhouder hoe je je aanmeldt. (Note: this company number is not in the Peppol directory — supplier invoices over Peppol will not reach you. Ask your accountant how to register.)
• De Peppol-directory gaf geen antwoord; dat zegt niets over ClearFacts. (The Peppol directory gave no answer; that says nothing about ClearFacts.)

Peppol is not a separate integration here and not a toggle. It is the form in which the document is sent, plus this check.

Sales invoices, by email

ClearFacts gets your sales invoices by email, every invoice and credit note separately. ClearFacts gives your company its own email addresses for that — one for purchases, one for sales and one for documents. Fill in the one for sales under E-mailadres voor verkoopfacturen.

• One document per email. Every email carries exactly one attachment: the PDF the customer got, or the e-invoice (UBL) when the invoice went out via Peppol. A credit note is its own email, even when its invoice falls in the same period.
• When: the moment it leaves for the customer. If it goes via Peppol, the e-invoice goes to ClearFacts as soon as the access point confirms the sending. If it goes to the customer by email, after that email. If it goes nowhere — you print it and hand it over — when it is issued. You do not have to switch anything on: as soon as there is an address, it happens. The till days toggle changes nothing about this.
• Safety net: Naar de boekhouder (to the accountant). Whatever did not leave then (no mail server, a mail server that refused, an invoice from before you filled in the address) goes along with Naar de boekhouder — the button or the automatic round.
• Invoices from Optios do not go by themselves. Your accountant may already have them through Optios. If not, tick them in Meer → Rapporten → Facturen (more → reports → invoices) and choose Naar ClearFacts. The window of Naar de boekhouder says how many there are in the period.
• Never twice. An invoice that already went does not go again by itself. In Meer → Rapporten → Facturen (more → reports → invoices) the Verstuurd (sent) column shows the ClearFacts icon for every invoice that went; hover over it for when and to which address. Opnieuw naar ClearFacts (to ClearFacts again) under Meer (more) in the row (owner and manager) deliberately sends one once more, after a window saying that ClearFacts will then make a second document of it. See Invoices.
• Only sent once it left. Without a mail server nothing leaves and nothing is noted. If the mail server does not accept an email, that invoice stays unsent and the report says which one it was.
• No token needed. Filling in only the address is enough to switch the integration on.

The invoices are no longer in the mail to your accountant; it only says they go separately to ClearFacts. If you want to see first what leaves, use Proefzending naar mezelf (test send to myself) on the reports: it also sends you every invoice as a separate email, without noting anything. See How the reports work.

Whether ClearFacts puts every email into the Inbox as one document has not yet been checked against a real ClearFacts account. After the first sending, look in that Inbox together with your accountant.

The cash book

The cash book does not go to ClearFacts day by day, and never by itself every night. It leaves at the moment you send your figures to your accountant — and that moment is chosen by you, or by your accountant:

• With the button. On Rapporten → Dagontvangsten, Kassaboek and Transacties (reports → daily takings, cash book, transactions) there is Naar de boekhouder (to the accountant). It sends the cash reports of the period on screen as CSV to your accountant, if you filled in their address under Instellingen → Het salon → Uw boekhouder (settings → the salon → your accountant). You choose that period yourself: a quarter, a month, or from and to a date. The window says beforehand what will leave. See How the reports work.
• Automatically. Under Instellingen → Het salon → Uw boekhouder, set Automatisch doorsturen (forward automatically) to Elke maand (every month) or Elk kwartaal (every quarter). On the first day after the period, at six, exactly the same happens as with the button. By default this is off.

With Kassadagen ook als document naar ClearFacts switched on, that same sending — with the button or automatically, not every day — also sends every closed till day of the period as one document to the ClearFacts Inbox, split by VAT rate, exactly as in the Daily takings report. That comes on top of the CSVs in the email, not instead of them. A day that is still running does not go. A day that is already with your accountant — also as a CSV by mail — never goes a second time: they would book it twice. Only switch it on if your accountant asks for it.

What you see

After the button, a notification says what went out: how many invoices and credit notes to the ClearFacts address, whether the CSVs were mailed, and — if you switched the till days on — how many till days to ClearFacts. A day that ClearFacts did not accept is named in so many words and stays on screen until you dismiss it — there is revenue in it that your accountant has not received. Every sending also leaves a line in the log: Naar de boekhouder verstuurd (sent to the accountant).

There is no screen that shows, day by day, what is in your accountant's Inbox. If you want to check it, put Rapporten → Dagontvangsten (reports → daily takings) next to that Inbox.