Government letters straight into Exact Online
Exact Online can receive documents by email in its digital postbox. Boxflow sends each eBox Enterprise and MyMinfin message there, so it is ready to be processed in your administration.
What you need
- A Boxflow account with at least one connected company.
- An Exact Online administration with a digital postbox.
- The rights in Exact Online to manage digital postboxes.
How it works
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1
New message
Boxflow fetches a new message from eBox Enterprise or MyMinfin.
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2
Email automation
A Boxflow automation emails the message, with its PDF, to the email address of your digital postbox.
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3
Exact Online
The document arrives in your administration, ready to be processed or turned into a booking proposal.
Set up the email action in Boxflow
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1
Look up the email address in Exact Online
Find or generate the email address of your digital postbox (see “Where to find your Exact Online email address” below) and add Boxflow as an allowed sender.
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2
Create an automation
In Boxflow, go to Automations and create a new automation. Add conditions so only the right messages go to Exact Online, for example one company.
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3
Add a “Send by email” action
Enter the Exact Online email address as recipient and switch on “Include attachments”. Use placeholders in the subject, such as {{ company.name }} and {{ message.subject }}.
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4
Test
Reprocess the automations of an existing message in Boxflow and check that the document arrives in Exact Online.
Where to find your Exact Online email address
- Exact Online receives documents through the digital postbox of each administration.
- Go to [your name] › My Exact Online › My relation data. Under “My digital postboxes”, open the postbox and generate or copy the email address linked to the document type you want, for example purchase invoices.
- Add Boxflow's sending address (messenger@boxflow.be) to the allowed senders. Emails from other senders end up under “Blocked emails” (Purchase › Invoices › Purchase › Overview).
- Several administrations? Each has its own postbox and address, so create one automation per company in Boxflow.
Archive, or process as purchase invoices?
- Most government letters, such as tax assessments or social security letters, are not purchase invoices: keep them in Boxflow, or send them to an address for general documents.
- With automatic invoice processing (the scanning service) switched on, PDFs sent to the purchase invoice address are turned into booking proposals. Only send documents that should be booked, such as payment requests.
- Use separate automations with conditions on sender or subject to split both flows.
Tips
- The exact menu names can differ slightly per Exact Online edition and language; the Exact Online knowledge base explains the digital postbox in detail.
- Every email sent by an automation is recorded in the audit trail of the message in Boxflow.
Sources: Exact Online Knowledge Base – Digital postbox · Exact Online Knowledge Base – Scanning service
Frequently asked questions
Does Boxflow have a native Exact Online integration?
Not yet. This email-based approach works with the digital postbox that every Exact Online administration has.
Why do my documents not arrive in Exact Online?
Usually because Boxflow's sending address is not on the list of allowed senders: check “Blocked emails” in Exact Online and add messenger@boxflow.be.
Will every message become a booking?
No. Only documents sent to an address that is processed by the scanning service become booking proposals. Send letters you only want to archive elsewhere.
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