Exact Online and Monday.com integration

What moves between them

Purchase orders, sales invoices, and associated line items flow from Exact Online into Monday.com boards as items, with columns populated from invoice date, amount, account name, GL account code, and cost center. GL accounts and cost centers from Exact Online are mapped as reference data so finance teams can link board columns to actual chart-of-accounts values. Exact Online's webhook system notifies ml-connector of new invoices and orders, and ml-connector fetches the full entity details via REST API and creates corresponding items in Monday.com. Cost center and account mappings are set up during configuration so every invoice item lands in the correct board and columns.

How ml-connector handles it

ml-connector stores Exact Online OAuth credentials and uses automatic token refresh on each API call, since tokens expire after 10 minutes. When a webhook from Exact Online arrives, ml-connector validates the HMAC-SHA256 signature against the webhook secret and fetches the full invoice or order record from Exact Online's REST API using OData filters and pagination. It then constructs a GraphQL mutation to create or update a corresponding item in the configured Monday.com board, encoding column values as JSON strings per Monday.com's requirements. Because Monday.com boards have no native invoice or GL structure, you configure which columns represent dates, amounts, account names, and cost center codes during setup. ml-connector maps Exact Online's actual account and cost center records to these column values. Rate limits on Monday.com are monitored; if a mutation approaches the complexity ceiling, ml-connector batches updates across multiple mutations. Division ID from Exact Online's /api/v1/current/Me endpoint is validated once at connection time.

A real-world example

A European business services firm uses Exact Online to manage invoicing and GL across three regional offices. The finance team in Amsterdam runs a Monday.com board for expense tracking and cost allocation by project and office. Before the integration, invoices from Exact Online were manually transcribed into Monday.com each week, with frequent mismatches between invoice amounts and board records. With the integration, each purchase order and sales invoice from Exact Online appears automatically in the Monday.com board within seconds of posting. Finance staff map cost centers to project columns during onboarding, and the cost allocation board now stays in sync with actual GL data without manual re-entry.

What you can do

• •Sync purchase orders, sales invoices, and sales orders from Exact Online into Monday.com boards as items with columns populated from invoice metadata.
• •Map Exact Online GL accounts and cost centers to Monday.com column values so finance teams link work items to the actual chart of accounts.
• •Validate Exact Online webhook signatures using HMAC-SHA256 and fetch full entity details from the REST API to ensure complete invoice data.
• •Handle Exact Online's short-lived OAuth tokens (10-minute lifetime) with automatic refresh and Monday.com's GraphQL complexity limits by batching mutations.
• •Poll Exact Online on a custom schedule and push updates into your configured boards, with a full audit trail on every invoice, order, and mapping change.

Questions

How does ml-connector handle Exact Online's short-lived OAuth tokens?

Exact Online access tokens expire after 10 minutes. ml-connector automatically detects token expiry by checking HTTP 401 responses and refreshes using the stored refresh token before retrying the API call. Refresh tokens rotate on each use and remain valid for 30 days; if a refresh token expires due to inactivity, you will be prompted to re-authorize.

What is the relationship between Exact Online webhook events and Monday.com item creation?

Exact Online webhooks notify ml-connector when invoices, orders, or accounts change, but the payload contains only the entity key and action type. ml-connector validates the webhook signature using HMAC-SHA256, then immediately fetches the full entity data from Exact Online's REST API and creates or updates the corresponding item in your Monday.com board with OData filters to ensure you have complete data.

How are GL accounts and cost centers from Exact Online mapped to Monday.com columns?

GL accounts and cost centers are configured as reference mappings during setup. When an invoice arrives from Exact Online, ml-connector looks up the GL account code and cost center ID in your mapping and populates the corresponding Monday.com column values as JSON-encoded strings. If a GL account or cost center does not exist in the mapping, the item is created with a flag so finance staff can review and adjust.