Connecting Visma eAccounting: what can be automated?

How do you make the connection?

You log in with Visma's own official login. In doing so you grant permission for the parts the integration needs. An access key is kept in your own environment in Amsterdam, encrypted — your password does not appear in it.

You can withdraw it at any time, and you do that in Visma itself, not with us. As soon as you remove the permission there, the connection stops. That is exactly how it should be: the key is yours.

What runs by itself then?

The five things we see most often in practice:

Purchase invoices from the mailbox. An invoice comes in by mail, is read, filed in the dossier and put forward for approval. Only when you approve it does it go to Visma. At the firms where we have set this up it saves around two hours a week, and you can find every invoice back.

Outstanding items and reminders. Every week the outstanding items per customer are fetched and a reminder is prepared in your tone. You read it over and send it.

A delivery list for the bookkeeper. At the end of the month a list is made from the receipts of what is there and what is missing.

Finding payments back. A payment that comes in through a payment service is looked back up in the books, so that you do not have to match it by hand.

A dashboard from your own figures. Revenue per customer, per product, per month; lead times; outstanding items. The figures come from Visma, the calculation sits in a script you can read back.

Does the system book into my accounts by itself?

Only if you set that step without approval. By default the automation reads an invoice, puts it ready and waits for a yes. Every entry can be read back in Runs: what came in, what happened to it, who approved it and when.

That is deliberately the default position. An automation that books on its own can be faster, but you have to have built up trust in what it does first. Most firms only switch approval off for one kind of invoice at a time, once that kind has run faultlessly for months.

What if something in the invoice is wrong?

Then nothing happens automatically. If the invoice number is missing, the amount is unreadable, or the VAT rate does not match the supplier, the invoice goes into a list with a request to look at it. Nothing is guessed and nothing is filled in that was not there.

That is the most important quality of a good integration, and it is also why the first weeks produce more notices than the weeks after: in that list you see exactly which suppliers deliver their invoices untidily.

Does this work with other accounting packages too?

Visma eAccounting, Exact Online, Basecone, AFAS Profit, SnelStart, e-Boekhouden, Moneybird, Twinfield and the other Dutch packages are full integrations.

If you work with several company files, you can run one assignment across all of them at once. For an accountancy firm that is often the difference between half a day and a quarter of an hour.