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Chargebee 2 Exact Online Connector

Keep your financial administration in sync with Chargebee in Exact Online

Discover the power of seamless integration with our Chargebee to Exact Online connector. This tool is designed to streamline your financial workflows by directly connecting Chargebee and Exact Online. Experience how our connector increases efficiency and reduces complexity, allowing you to focus on growth and innovation.

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Unique benefits of the C2E Connector

Scalable to hundreds of thousands of invoices

Our solution grows with your business, from startups to large enterprises.

Fully customizable without custom work

Flexible configuration options that adapt to your business needs without complex customization.

Suitable for any stage of Chargebee implementation

Whether you're just starting out or are an established user, our tool is suitable for any stage of your Chargebee implementation.

Considers Exact Online API limits

Optimize your data transfer without exceeding the limits of Exact Online.

Enhanced financial insight through fully synced information

Ensure accurate and up-to-date financial reports thanks to fully synchronized data.

Detailed revenue allocation

Fine-grained control over your financial data for precise reporting and compliance.

Real-Time sync and features

  • Real-time sync and features real-time synchronization of:
    Customers: Contact and billing information, including custom fields.
    Products: Revenue allocation on a price-point specific basis.
    Discounts: Insights into discounts given.
    Invoices: Sales bookings or invoices, including the original PDF.
    Credit notes: Credit sales bookings or invoices.
    Transactions (bidirectional): Bank transfers and payment statuses.

  • Supports various Chargebee invoice and product types
  • Seamless synchronization between Exact and Chargebee
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The most comprehensive integration in the Netherlands

  • Revenue Bookings Per Product (Price Type) (Group)
  • Revenue Bookings Per Discount (Group)
  • Revenue Allocation on Cost Center/Carrier
  • Sync & Match Online Payments to a Control Account
  • Match Existing Customers via Email Address
  • Automatic Adjustment of Bookings for Closed Financial Periods
  • Match Deferred Revenue of Credit Notes with Invoices
  • Automatically Close Bank-Paid Invoices from Exact to Chargebee
  • Sync Your Custom Fields from Chargebee to Exact
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TAILORED TO YOUR NEEDS

Three Connector options

Rise

€215/month

Ideal for startups

  • checkmark Standard sync of customers, invoices, and transactions
  • checkmark Test environment to test the connector
  • checkmark-07 Customizations of your business process through features
  • checkmark-07 Sync online payments to a control account
  • checkmark-07 Multiple entities (up to 3)
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Scale

€265/month

 

Suitable for growing businesses

  • checkmark Standard sync of customers, invoices, and transactions
  • checkmark Test environment to test the connector
  • checkmark Customizations of your business process through features
  • checkmark-07 Sync online payments to a control account
  • checkmark-07 Multiple entities (up to 3)
Order now

Enterprise

€365/month

 

For established and complex organizations

  • checkmark Standard sync of customers, invoices, and transactions
  • checkmark Test environment to test the connector
  • checkmark Customizations of your business process through features
  • checkmark Sync online payments to a control account
  • checkmark Multiple entities (up to 3)
Order now
  • Chargebee 2 Exact Online connector is hosted in Azure. If you have your own Azure environment, our connector can be set up within it. If not, PossibilIT can host the connector (hosting costs will be billed).

  • A one-time implementation fee is charged to set up, configure, and launch the connector. The exact costs depend on the connector version, the number of entities to be linked, and the level of customer preparation (a preparation guide is available). Contact us for more information.
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Your Chargebee partner

At PossibilIT, we understand that every organization is unique. Therefore, we offer customized solutions that are fully tailored to the unique needs of your organization. As an official Chargebee partner and experienced developers, we guide you through every step of the implementation. This ensures you maximize your Chargebee investment.

Who we work with

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Your Chargebee and Exact Online today

Thomas

Curious how we can help your organization? Please contact us. We look forward to discussing what we can do for you!
- Thomas Letema,
Director PossibilIT

Contact us
FAQ

Questions about the C2E Connector?

General information

  1. What objects are synchronized by the connector?
    From Chargebee to Exact: Customers, Invoices, Credit Notes, Subscriptions/Add-ons/Charges/Coupons, and Payments (*scale or higher). From Exact to Chargebee: Payments.

  2. What makes this connector unique?
    The bidirectional synchronization of payments (offline to Chargebee, online payments to Exact as a control measure), the assignment of revenue from item group down to item price level, revenue mapping at the coupon level, and customizable synchronization configuration.

Synchronization process

  1. How is revenue mapping managed? 
    Each product in Chargebee is synchronized with Exact, where it is connected to an item group. Both the item group and the item itself can be assigned to a revenue ledger account. This is a manual task if you wish to link the item itself.

  2. Does Chargebee2Exact exchange statuses and create/update other objects?
    No, Chargebee2Exact only updates customer information and handles synchronization of the objects and information as mentioned on page 11; the invoice status is managed by Exact’s own reconciliation mechanism.

  3. Does the Chargebee2Exact connector account for your VAT and reporting configuration?
    Yes, the connector respects all VAT configurations and uses financial periods to book (deferred) revenues. Revenues that start in already closed periods can automatically be moved to the current period. This is facilitated by the allocation of cost centers and cost units per country, item group, and year. Even deferred revenues from credit notes are adjusted to match the invoice they credit if necessary.

  4. How is deferred revenue determined?
    Deferred revenue determination is done by Exact itself based on the from and to fields on sales bookings; the connector has no influence here. (There is an option to not use deferred revenue at all through a feature).

  5. Can I recreate and synchronize Chargebee invoices or credit notes with the same numbers?
    It is not possible to delete invoices or credit notes in Chargebee and regenerate them with the same numbers. Only the original invoice or credit note will be synchronized.

  6. Why does the connector synchronize invoices as sales bookings in Exact and not as sales invoices?
    Within Exact, there are two ways to use invoices: invoices generated by Exact (because invoicing is done from Exact) or as a sales booking. This is the registration of an invoice. A sales invoice in Exact thus also results in a sales booking where the invoice number is the same on both. However, when invoices come from an external system where the invoice number is also generated, they are only registered as a sales booking, otherwise, there would be two invoice numbers.

  7. How does the connector handle 'Payments in Transit' versus 'Received Bank Payments'? The connector automatically synchronizes direct debit payments from Chargebee when they are successfully collected by the Payment Service Provider (PSP). This includes reversals, chargebacks, and actual payouts of refunds. These payments are considered "in transit" because the collection is complete, but the funds are still on the PSP's account. PSPs typically transfer these collected funds to the company's own bank account daily, weekly, or monthly. Matching these transfers with invoices is complex due to the absence of Chargebee invoice numbers on the bank statements. To solve this, the 'Payments in Transit' feature uses a virtual control bank account in Exact to match individual payments, making invoices disappear from the outstanding items list. In the case of chargebacks, these payments are removed, causing the invoice to become open again. However, this feature does not close invoices paid via adjustments or other forms of credit. The reconciliation between what is actually received and the 'in transit' bank account will never fully match the actual bank account. The comparison must always account for credit notes, adjustments, and invoices that are not paid or paid much later.

Troubleshooting

  1. Are there common reasons why a synchronization might fail
    Synchronizations fail only when the synchronized data is incorrect. Common reasons for synchronization errors include improperly merged customers (resulting in a "new" customer) in Exact, incorrectly formatted VAT numbers in Chargebee that are strictly validated by Exact, unavailable financial periods (often when a new year starts). Incorrect configuration of VAT, payment terms is another reason, as well as an incomplete configuration of revenues for items (where neither the item nor the item group is assigned to a revenue ledger account).

  2. How does the connector handle bookings on closed and not yet existing financial periods?
    Bookings made in closed periods can be automatically pushed by the connector to the current period or to the next open period. Syncs of bookings where, for example, deferred revenue falls so far in the future that periods have not yet been created, fail. Create the periods and contact PossibilIT support so that the failed syncs can be resubmitted.

Advanced configuration and options

  1. Can I use Chargebee2Exact for multiple entities?
    Absolutely! However, you will need the Enterprise version of Chargebee2Exact to allow a maximum of three different entities.

  2. Is it possible to host Chargebee2Exact in my own Azure environment?
    Yes. To achieve this, the following conditions are required: an application registration in your Azure Entra ID.

  3. Can Chargebee2Exact be customized?
    Yes, based on your needs, the connector can be configured to manage a wide range of features that determine how your data is synchronized. If a feature is not yet available, we are open to adding that feature upon request (*depending on how specific the request is, charges may apply).

Costs and updates

  1. What does Chargebee2Exact cost?
    Prices can be found on the above page and are listed monthly. Your Chargebee plan typically determines which version you need.

  2. Will Chargebee2Exact be updated?
    Yes, based on new functionality and customer feedback, we regularly update the connector.

Chargeback correction feature

  1. What does the 'Chargeback Correction' feature do?
    This feature removes payments that were previously synchronized as part of the "Virtual / control payment sync" (available from the Rise license) when these payments are reversed due to a chargeback in Chargebee. This results in Exact reopening the associated sales booking as unpaid.

  2. Who is the 'Chargeback Correction' feature developed for?
    This feature is developed for customers who use the control payment sync, specifically for situations where chargebacks occur on previously synchronized payments.

  3. What does the 'Chargeback Correction' feature not do?
    The feature removes the previously made control payment in Exact, but does not work with journal entries.

  4. For which customers is the 'Chargeback Correction' feature interesting?
    This feature is particularly interesting for customers who use the control payment sync and deal with chargebacks.

  5. From which license is the 'Chargeback Correction' feature included?
    The feature is available from the Rise license. Implementation costs after go-live are €500.
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