Exact Online and Wise integration

What moves between them

Payment flows from Exact Online to Wise. When a purchase invoice or payment instruction is created in Exact Online, ml-connector reads the vendor account, amount, destination account, and cost center, then creates a quote in Wise, registers the recipient if new, and executes a transfer funded from the appropriate Wise profile balance. Inbound receipts and bank entries in Exact Online are reconciled against Wise transfer state and balance updates. Vendor master data is synced one-way from Exact Online to Wise recipient records. GL accounts and cost centers remain read-only for mapping purposes.

How ml-connector handles it

ml-connector stores both OAuth credential sets encrypted and refreshes each independently on a 12-hour cadence for Wise and when the Exact Online token approaches its 10-minute expiry. It polls Exact Online for new purchase invoices and payment records via REST query, optionally subscribing to Exact Online webhooks for real-time notifications. For each payment, it fetches the supplier account details (bank account, currency, country) from Exact Online, creates a Wise quote scoped to the source and destination currencies, registers the recipient if it does not already exist in Wise, creates a transfer order with an idempotency key derived from the Exact Online invoice number and amount, and funds the transfer from the matching cost center balance in Wise. If a Wise quote expires before funding, ml-connector refreshes the quote and retries. On the inbound side, it polls Wise for transfer state changes and balance updates, then posts bank entries to Exact Online's bank account using the Wise transfer ID as the transaction reference for reconciliation. Supplier and cost center mappings are cached to avoid duplicate recipient registrations and quote requests for the same vendor.

A real-world example

A mid-sized European trading company with offices in three countries runs Exact Online on a single division for consolidated accounting and uses Wise for multi-currency payouts to suppliers across the EU, Asia, and North America. Before the integration, the finance team manually exported payment instructions from Exact Online, calculated exchange rates, created recipients and transfers in Wise by hand, then returned to Exact Online to post the bank entries and reconcile. With Exact Online and Wise connected, each purchase invoice automatically triggers a Wise quote and transfer on the supplier's preferred payment route, and inbound receipts post back to the Exact Online bank account in real time. Month-end reconciliation is automatic, and the finance team can focus on exception handling instead of data entry.

What you can do

• •Create Wise transfers for Exact Online purchase invoices and payment instructions, automatically quoting and funding from the correct cost center balance.
• •Register Exact Online suppliers as Wise recipients on first payment, updating recipient bank account details from supplier master data.
• •Map Exact Online cost centers to Wise profile balances so outbound payments are funded from the correct account.
• •Reconcile Wise transfer state changes and balance updates back to Exact Online bank entries using transfer IDs as transaction references.
• •Refresh expired Wise quotes and retry failed transfers with full audit trail and replay capability.

Questions

How does ml-connector handle currency conversion between Exact Online and Wise?

ml-connector reads the supplier's preferred currency from the Exact Online Accounts record and the cost center's base currency from Exact Online's GL setup, then creates a Wise quote for the specific corridor. Wise handles the exchange rate calculation at quote time, and the rate locks for 1 hour before the transfer is funded.

What happens if a Wise quote expires before the transfer is funded?

Wise quotes are valid for a limited time (typically 1 hour). If ml-connector detects that a quote has expired, it creates a fresh quote, recalculates the payable amount at the current exchange rate, and retries the transfer funding with an updated idempotency key to avoid duplicate charges.

Can ml-connector sync Wise transfer state changes back to Exact Online in real time?

Yes. ml-connector subscribes to Wise webhooks for transfersstate-change and balancesupdate events and posts the corresponding bank entry or journal line to Exact Online immediately. For Exact Online, webhooks are also supported for bank entries and payment records, so the sync is bidirectional where enabled.