Question 1

Switching from Exact Online to Yuki, open items and history do not match

Accepted Answer

1. Pull a trial balance and open-items list from Exact at a fixed cut-off date
2. Build a mapping table between Exact ledger accounts and the Yuki chart (RGS where possible)
3. Import opening balance and open items separately, not as one big journal
4. Run the first two months in parallel for comparison

When to bring us in: 
If VAT history and suppletie filings must come along, involve your accountant for the formal close in Exact.

Question 2

Twinfield to Exact, dimensions and cost centres go missing

Accepted Answer

1. List which Twinfield dimensions actually feed reports
2. Decide per dimension whether it becomes a cost centre, project or free field in Exact
3. Mock a month report in Exact with test data before migrating
4. Agree which history you really import and which stays read-only in Twinfield

When to bring us in: 
With more than two dimensions used in reports, plan this with the accountant, not ad-hoc.

Question 3

Accountant asks for RGS mapping, your ledger does not follow RGS

Accepted Answer

1. Ask your accountant which RGS level they expect (usually 4 or 5)
2. Map each used ledger account to an RGS code in package settings
3. Block unused accounts so they do not reappear
4. Test by exporting a trial balance and importing at the accountant

When to bring us in: 
For sector-specific items (healthcare, construction, retail) without a clear RGS code, document choices in writing.

Question 4

Mollie payments stopped showing up in the bookkeeping

Accepted Answer

1. Open the integration settings and check the last sync timestamp
2. Re-authorise Mollie via OAuth even if the message does not explicitly ask for it
3. Check whether a new Mollie profile or organisation was added
4. Book the missed period manually or let the integration backfill

When to bring us in: 
With more than a month missing, reconcile against bank statements first to avoid duplicates.

Question 5

Shopify orders import wrong into Exact (VAT or amounts off)

Accepted Answer

1. Compare a handful of orders in Shopify line-by-line with the Exact entry
2. Check VAT mapping per country (NL 21% or 9% depending on product, EU consumers OSS, B2B reverse charge)
3. Map shipping and discounts to dedicated ledger lines
4. Route returns and chargebacks via their own flow, not as a negative order

When to bring us in: 
Crossing the 10k EU threshold means OSS registration and a chat with your accountant.

Question 6

WooCommerce orders do not become invoices in Yuki automatically

Accepted Answer

1. Install a UBL export plugin on WooCommerce and validate the output against UBL 2.1
2. Send invoices to Yuki via mail-to-Yuki or via the API, not both
3. Make sure customer number or email is consistent, otherwise Yuki creates duplicates
4. Periodically scan for orders without an invoice in Yuki

When to bring us in: 
If WooCommerce tax calculation is unreliable, fix it in Woo first and not in Yuki.

Question 7

Bank link with ING/Rabobank/Bunq drops every 90 or 180 days

Accepted Answer

1. Set a calendar reminder 5 days before the consent expiry
2. Renew consent via the bank app or the bookkeeping integration
3. Check that every account is re-linked, not only the primary one
4. Backfill missed days manually or via CSV if the integration does not

When to bring us in: 
For joint accounts requiring two-person consent, schedule both at the same time.

Question 8

After import VAT is at 21% where it should be 9% or reverse charged

Accepted Answer

1. Filter last month's entries by VAT code and find the outliers
2. Fix it in the source system (Shopify product, Exact article card) for a permanent fix
3. Post a correction journal for already-filed quarters
4. For an unfiled quarter, recalculate before the filing

When to bring us in: 
If a filed return has a material error, file a suppletie via accountant or directly.

Question 9

VAT return and ICP listing differ, tax office asks for clarification

Accepted Answer

1. Per quarter pull the ICP listing and compare totals against VAT return line 3b
2. Find invoices that sit in one quarter for VAT but the other for ICP
3. Verify customer VAT numbers (VIES) at invoice date
4. Correct via suppletie or in the next quarter depending on the amount

When to bring us in: 
On a tax office letter, involve the accountant for the formal response and any penalty discussion.

Question 10

Registered under KOR but VAT was still charged on invoices

Accepted Answer

1. Set the organisation to 'VAT-exempt KOR' in the bookkeeping package
2. Update the invoice template: no VAT, mention 'KOR scheme applies'
3. Credit and re-issue any wrong invoices already sent
4. Track revenue against the 20,000 EUR threshold

When to bring us in: 
If the threshold is crossed mid-year, deregister immediately and resume VAT obligation.

Question 11

EU consumer sales over 10k without OSS registration

Accepted Answer

1. Determine cumulative EU B2C revenue across 2025 and 2026
2. Register for OSS via Mijn Belastingdienst Zakelijk before the quarter you exceed the threshold
3. Configure the webshop for per-country VAT
4. Each quarter pull an OSS report from the package and file it

When to bring us in: 
For goods from third countries under 150 EUR, consider IOSS separately via a fiscal representative.

Question 12

Error discovered in an already-filed VAT return

Accepted Answer

1. Determine the net VAT effect across all affected quarters
2. Under 1,000 EUR you may correct in the next return
3. Above 1,000 EUR file a suppletie via Mijn Belastingdienst Zakelijk
4. Document cause and correction for the audit trail

When to bring us in: 
Systematic errors or amounts above 50k warrant an accountant for the disclosure and penalty strategy.

Question 13

Client asks for a UBL invoice, package only sends PDF

Accepted Answer

1. Enable UBL export in your package (Exact, Yuki, e-Boekhouden support it)
2. Test by sending a self-invoice and inspect the XML
3. Agree with the client whether they want UBL via mail or Peppol
4. For government clients, Peppol is required

When to bring us in: 
If clients require UBL via SimplerInvoicing or a specific network, check which Peppol access point your package uses.

Question 14

Peppol connection needed to invoice large clients or government

Accepted Answer

1. Pick a Peppol access point (often via your bookkeeping package)
2. Register your KVK number as a Peppol ID
3. Send a test to a test party or test endpoint
4. Document which invoice formats and attachments your access point supports

When to bring us in: 
With multiple entities or foreign branches, plan Peppol IDs deliberately, not ad-hoc.

Question 15

Manually booking purchase invoices takes too much time

Accepted Answer

1. Determine monthly volume and which packages you use
2. Pilot one month in parallel with two OCR vendors on the same stack
3. Watch for: VAT rate, supplier matching, project-code field
4. Calculate cost per invoice and decide if it pays off

When to bring us in: 
For international invoices or currency, verify the OCR captures currency and exchange rate correctly.

Question 16

A purchase invoice appears twice in the books

Accepted Answer

1. Filter on invoice number and supplier to identify the duplicates
2. Decide which one to keep (the one with the right doc number/integration)
3. Reverse the duplicate via correction journal, do not delete if already filed
4. Prevent by configuring a single OCR source, not multiple

When to bring us in: 
If VAT was already reclaimed on the duplicate, check the suppletie threshold.

Question 17

Customer paid but the invoice is still open

Accepted Answer

1. Sort open items by age, oldest first
2. Manually match against the bank transaction and book the difference as discount/cost
3. For partial payments, split into two transactions so the principal clears
4. Pause automatic reminders until open items are cleaned up

When to bring us in: 
For large suppliers with systematic deducted fees, codify a mapping in package settings.

Question 18

Client received a reminder despite having paid

Accepted Answer

1. Send an immediate apology email
2. Schedule the dunning flow only after daily bank import and auto-match
3. Add a buffer: only invoices older than X days past due
4. Exclude direct-debit clients from reminder flows

When to bring us in: 
For large or strategic accounts, run dunning manually until the system is stable.

Question 19

Direct debit reversed or returned

Accepted Answer

1. Spot reversals via bank import (negative direct-debit transaction)
2. Reopen the original invoice or create a new receivable
3. Send the customer an explanation with a payment request and optional iDEAL link
4. Track reversal rate per customer; high rate means switch payment method

When to bring us in: 
Above 5% reversal rate, talk to the bank about mandate status or revise customer selection.

Question 20

Shopify order at 0 EUR is sent through as an invoice

Accepted Answer

1. Filter the integration to skip zero-total orders
2. For gift cards, separate flow (book on redemption, not on issue)
3. Clean existing zero invoices via credit note plus deletion
4. Forbid test orders against production internally

When to bring us in: 
If marketing or dev keep generating test flows, set up a separate test store on Shopify.

Question 21

Mollie payment succeeded but invoice not auto-marked paid

Accepted Answer

1. Check Mollie dashboard under Developers > Webhooks for delivery status
2. Inspect server logs for 4xx/5xx responses on the webhook endpoint
3. Manually replay the webhook from Mollie
4. Set up a daily polling job as a fallback for missed webhooks

When to bring us in: 
Webhook failures from rate-limiting or firewall warrant allowlisting Mollie IP ranges.

Question 22

Stripe payouts do not match booked revenue

Accepted Answer

1. Book gross revenue per transaction, not the net payout
2. Book Stripe fees on a separate 'payment costs' ledger
3. Match the bank payout against the Stripe payout report, not per transaction
4. For refunds and chargebacks, separate journals

When to bring us in: 
With multiple currencies in Stripe, book FX differences separately to keep margins clean.

Question 23

Deal won in Pipedrive but no invoice in Exact

Accepted Answer

1. Open the Zapier task history or integration log for the error
2. Verify the Pipedrive client has an organisation, not just a person
3. Fill required fields in the integration mapping (VAT, billing address, payment terms)
4. Test with a dummy deal that the flow works again

When to bring us in: 
If every deal requires manual rebooking, reconsider the integration or move to a direct API.

Question 24

Integration has not worked for weeks, no clear error

Accepted Answer

1. Check the last sync time on every integration overview
2. Re-authorise with the original account, not a random admin
3. Set up a service account without a personal password-reset cycle
4. Schedule a quarterly check on all active integrations

When to bring us in: 
If the original account has left, do an account handover or service-account migration first.

Question 25

Payroll system (Nmbrs/Loket) sends wrong or no journal to bookkeeping

Accepted Answer

1. Pull the payroll journal per period from Nmbrs/Loket
2. Import into Exact/Yuki and check against payslip totals
3. Match net per-employee payment against the bank transaction
4. Verify wage-tax amount matches the wage-tax return

When to bring us in: 
Pension or CBA changes mid-year warrant a re-tune of the payroll-journal mapping.

Question 26

Pension fund (BPL/PFZW/PMT) drifts from payroll

Accepted Answer

1. Check the gap between payroll and fund filing every month
2. Verify last month's hires and leavers are included
3. Correct via UPA in the next filing rather than waiting for year-end
4. Track pension base changes annually (premium base cap)

When to bring us in: 
On a fund's correction assessment, involve the accountant for response or acceptance.

Question 27

HR system (Personio/Officient/AFAS) is out of sync with payroll

Accepted Answer

1. Decide which system is master per field (contract, salary, IBAN)
2. Check the integration log for rejected updates each month
3. Set a deadline for HR changes before payroll (e.g. 5th of the month)
4. Quarterly audit: compare 5 random employees across HR and payroll

When to bring us in: 
On persistent discrepancies, decouple the HR integration and revert to manual handover until the root cause is found.

Question 28

Tracked hours in Toggl/Asana do not arrive as billable lines

Accepted Answer

1. Define a billable hour (project, client, rate) in the time tracker
2. Export monthly to CSV and import into the package, or automate via Make
3. Reconcile: total Toggl hours must match the sum of invoice lines
4. For fixed-fee work, invoice per calendar month rather than ad-hoc

When to bring us in: 
Beyond 5 FTE, consider a dedicated PSA tool rather than a lightweight integration.

Question 29

Receipts and expenses come in chaotically

Accepted Answer

1. Map volume and how many employees submit
2. Pilot two apps on typical receipts (parking, restaurant, hotel)
3. Watch for: VAT rate, project-code field, approval flow
4. Set a fixed claim cycle (e.g. 15th of the month)

When to bring us in: 
On international spend with foreign VAT, verify the app flags it correctly (no deduction).

Question 30

KVK filing fails or accountant misses the deadline

Accepted Answer

1. Agree with the accountant who files and by which deadline. Statutory for a BV: at most 12 months after the financial year end (8 days after AGM adoption, with a maximum-12-months hard limit).
2. Test the SBR export from your package to accountant software as early as October
3. Verify the KVK confirmation arrives, not just 'sent'
4. Keep past filings in the archive for future financing requests

When to bring us in: 
On chronic lateness, talk with the accountant about capacity rather than switching mid-cycle.

Question 31

Accountant has no or too-broad access to the books

Accepted Answer

1. Create a dedicated accountant user, not a shared password
2. Set the role to read-only plus journal import
3. Enable 2FA on that login (required for sensitive data)
4. Revoke access the moment the engagement ends, not 'maybe later'

When to bring us in: 
During audit rounds with multiple assistants, ask the accountant for per-person logins.

Question 32

Changes to booked transactions leave no trace

Accepted Answer

1. Enable the audit log/change history in package settings
2. Lock past periods once the return is filed
3. Forbid manual delete of invoices or entries; use credit notes or corrections
4. Pull the audit log annually for archive alongside the balance

When to bring us in: 
On suspected internal fraud, freeze the log first and involve accountant plus legal before investigating further.

Question 33

Annual-accounts export to accountant fails or contains errors

Accepted Answer

1. Ask the accountant which SBR format and RGS version they need
2. Pull a trial balance and send manually first to verify the format
3. Adjust RGS mapping for accounts flagged red in accountant software
4. Document the mapping so next year is not a redo

When to bring us in: 
Multi-entity consolidation belongs at the accountant, not in your package.

Question 34

Rent, subscriptions and insurance booked manually every month

Accepted Answer

1. Identify fixed monthly items with constant amounts
2. Configure a recurring journal in the package with an end date
3. Notify if the amount changes (rent indexation, contract update)
4. Periodically prune the list for cancelled subscriptions

When to bring us in: 
Subscriptions that vary by usage should be incoming invoices, not recurring journals.

Question 35

Annual contracts paid up front, balance sheet looks wrong

Accepted Answer

1. On payment, book to 'prepaid expenses' on the balance
2. Set a recurring journal moving 1/12 to P&L each month
3. On contract end, clear the remainder in the last month
4. Annually reconcile that the balance account ends at zero

When to bring us in: 
For IFRS or stricter audits, apply matching more strictly per period.

Question 36

No idea whether next month's balance covers the bills

Accepted Answer

1. Pull open AR with expected pay date (history or due date)
2. List fixed monthly costs and quarterly VAT
3. Add planned AP payments
4. Update weekly, not monthly

When to bring us in: 
If the forecast turns negative within 4 weeks, talk to the bank about a credit line or consider factoring.

Question 37

Business credit-card transactions arrive incomplete

Accepted Answer

1. Enable a dedicated credit-card link, not just the bank account
2. Book on transaction date and reconcile later against the statement
3. Set up a 'credit card payable' suspense account for balance control
4. Match receipts per transaction via the expense app

When to bring us in: 
With multiple cardholders, consider per-card ledgers or separate suspense accounts.

Question 38

Pro-forma invoices confuse customers and bookkeeping

Accepted Answer

1. Create a 'pro-forma' template without a definitive number
2. Tell customers to pay only after the final invoice arrives
3. If they pay on pro-forma, quickly follow with the final invoice and match
4. Train sales/admin on the distinction

When to bring us in: 
For international customers requiring pro-forma for prepayment, get legal alignment on what is allowed.

Question 39

As a sole trader overwhelmed by full bookkeeping packages

Accepted Answer

1. Match the need: invoicing plus VAT only, or time tracking too
2. MoneyMonk and Tellow file IB straight from the package
3. Enable bank linking for automatic import
4. On growth to a BV, start migration planning to Exact/Yuki early

When to bring us in: 
For international invoicing or EU OSS, lightweight packages hit their limit; plan a switch.

Question 40

Delivering a SnelStart admin to the accountant

Accepted Answer

1. Ask whether they want XAF export or SBR
2. Pull XAF from SnelStart per fiscal year
3. Also send bank statements and the invoice archive
4. Plan a move to SnelStart Online next year for live access

When to bring us in: 
If the accountant only accepts a direct link, accelerate the move to SnelStart Online.

Question 41

Zapier/Make flow between bookkeeping and Slack/CRM fails silently

Accepted Answer

1. Notify on failures, not only success
2. Version-control flow exports (Make and Zapier support it)
3. Keep critical flows (invoice creation) to simple logic
4. Document which flows exist and who owns each

When to bring us in: 
For revenue-critical flows, consider replacement by a direct API integration with monitoring.

Question 42

Government client only accepts invoicing via Digipoort/Peppol

Accepted Answer

1. Ask the client for their OIN or Peppol ID
2. Enable Peppol sending in the package or via an access point
3. Test the first invoice with a small amount to validate the endpoint
4. Document the correct channel per government client

When to bring us in: 
For specific tender requirements or SBR construction formats, configure supplier-portal requirements separately.

Question 43

EU B2B invoice charged VAT, customer refuses to pay

Accepted Answer

1. Validate the customer VAT number via VIES and log the date
2. Set the reverse-charge rate on the customer card, not per invoice
3. Include 'BTW verlegd / Reverse charge' on the invoice
4. Booking: line 3b on the VAT return plus ICP listing

When to bring us in: 
If the VAT number is invalid in VIES, charge NL VAT and let the customer reclaim via the refund procedure.

Question 44

Year-end approaches without a clear close checklist

Accepted Answer

1. Physical inventory count vs the books
2. Review open items older than 1 year for write-off
3. Carry prepaid/accrual items across
4. Keep a period 13 or correction period open until the accountant is done

When to bring us in: 
For your first year-end after growth (BV status, first FTE), bring the accountant in early for correct classifications.

Question 45

B2B e-invoicing is becoming mandatory, what should I do now?

Accepted Answer

1. Check whether your current accounting package supports UBL and Peppol natively, not just PDF
2. Make sure your supplier and customer records carry a valid KvK or OIN number, that is the future addressability
3. Ask your big or government customers which invoice format they can already receive, you learn most there
4. Do not plan the move at the deadline, early adoption saves rework later

When to bring us in: 
For current source and exact dates, see Belastingdienst and Ondernemersplein pages on e-invoicing. Do not quote a year from memory to a customer.

Question 46

Connect to Peppol as a freelancer, worth it or overkill?

Accepted Answer

1. Check your customer list for government clients, municipalities, hospitals or OIN holders
2. Packages like Moneybird, Exact and Yuki offer Peppol via an access point, often included
3. Ask the access point how they handle receiving, not just sending
4. Keep your main email reachable, customers still send a PDF in parallel as a reminder

When to bring us in: 
When in doubt, log into the Peppol Directory once and search your top five customers. Listed: it pays off now. Not listed: defer.

Question 47

Auto-filing the VAT return, is that fine?

Accepted Answer

1. Check the VAT control in your package: private car use, small-business scheme, suppletie
2. Compare the VAT report against the balance sheet position, they must match
3. File ICP in the same session, mismatches with VAT show up later as a letter
4. For your first few returns, have your accountant look in before you flip on SBR

When to bring us in: 
On EU revenue, reverse charge, or OSS, stop automating until the accountant confirms the mappings are right.

Question 48

Belastingdienst flags an ICP mismatch with the VAT return

Accepted Answer

1. Pull the VAT and ICP reports for the same period, compare the reverse-charge total
2. Per customer or invoice, find where the gap sits, often a credit note in another period
3. File a suppletie or a corrective ICP, depending on what is off
4. Respond before the letter deadline, otherwise penalties follow automatically

When to bring us in: 
For large amounts, repeat mismatches, or foreign customers with an unknown VAT number, get the accountant at the table, not just the bookkeeper.

Question 49

Switching from e-Boekhouden to Moneybird, open items and history

Accepted Answer

1. Pick a fixed cut-off, usually end of quarter
2. Export open AR and AP from e-Boekhouden, import separately into Moneybird
3. Post the opening balance by hand at the cut-off, not as one big journal
4. Keep e-Boekhouden open another three months for reference, do not cancel yet

When to bring us in: 
With active subscriptions or direct-debit mandates, the switch rarely goes cleanly. Plan a shadow month where both systems invoice and you compare.

Question 50

Doubt about Twinfield future under Wolters Kluwer

Accepted Answer

1. List the integrations you need today: bank, webshop, OCR, payroll
2. Ask the Twinfield partner which work natively and which go through a third party
3. Compare total cost: Twinfield licence plus connectors plus accountant hours
4. Gauge how often your accountant now advises a different package, that says something about the roadmap

When to bring us in: 
On an active switch consideration, do not move mid year, plan around year-end and align with the accountant.

Question 51

Customer confuses VAT-id and the internal turnover number on the invoice

Accepted Answer

1. Check that the VAT-id, not the turnover number, appears on your invoices
2. In Moneybird, Yuki and Exact this lives in company settings under fiscal data
3. EU customers under reverse charge only need the VAT-id, not your BSN-derived number
4. Politely turn down customers asking for your BSN-related number, it does not belong on an invoice

When to bring us in: 
On old invoices that still carried the BSN-derived number, this is not an acute breach, but a good moment to fix the template.

Question 52

Exact Online sync stops abruptly around the same time each year

Accepted Answer

1. Open My Apps in the Exact portal and check when the connection was last re-authenticated. A long time ago points at this cause.
2. Click the app, sign out, sign back in as the original user. That restores the token. A different user creates a permissions mismatch.
3. Schedule a calendar reminder at eleven months, not twelve. That gives you a quiet re-auth window instead of an outage call.
4. For a custom integration: log explicitly what the Exact API returns on token refresh, so you get a warning before the whole sync drops.
5. For customers: never use a personal Exact account for the connection. Create a dedicated 'integration' user without a mailbox licence. When someone leaves, your sync stays up.

When to bring us in: 
Lost tokens with data missing between failure and recovery: if entries dropped in between, let us look before you bulk re-import. Duplicate journal entries are easy to create.

Question 53

Mollie or Stripe payments come in but VAT split is wrong

Accepted Answer

1. Understand the flow first: invoice (with VAT line) and payment (PSP payout) are two separate events. The integration must match the PSP payout against the outstanding invoice, not compute VAT itself.
2. In Moneybird/Yuki/Exact: set the PSP as a 'transit account' (often 1700-series). Incoming payment books on that transit account, transaction fees as costs, the difference matches the invoice.
3. Hunt the mismatch: is there an invoice that deviates from PSP amounts? Often a manual edit to the invoice did not propagate to the integration.
4. Multi-currency: a Mollie payout in EUR for a USD invoice creates an FX difference. That belongs in a separate 9xx account, not as discount or surcharge in the entry.
5. For Stripe Billing subscriptions: proration (upgrade/downgrade mid-cycle) creates credit invoices. Verify those sync too, not only regular invoices.

When to bring us in: 
When period totals differ between VAT return and ledger: do not reconstruct yourself. An accountant with both ledger and PSP-export visibility fixes this more cleanly than a blind reimport.

Question 54

Two BVs, same owner, intercompany entries do not reconcile

Accepted Answer

1. Create a dedicated intercompany account in both ledgers (often 1500-series for receivable, 1600-series for payable). Use one consistent naming.
2. For every transaction between the BVs: issue an invoice, not just a journal entry. For VAT and audit purposes a formal invoice is required when there is a performance behind it.
3. Without performance (e.g. a loan between holding and operating BV): document a loan agreement with arm's length interest. Otherwise the tax authority may reclassify it as a disguised dividend. That is a fiscal issue, not just administrative.
4. Reconcile at least quarterly: the intercompany balance in BV1 must exactly mirror the balance in BV2. A difference means a one-sided entry somewhere, search the last month.
5. For an audit or year-end: the accountant expects intercompany confirmations. Close balances on both sides on the same date, not BV1 at 31-12 and BV2 at 1-1.

When to bring us in: 
For interest decisions or substance discussions between BVs in different countries: that is tax advice, not a bookkeeping integration. Bring an accountant or tax advisor in before closing positions.

Question 55

Bank feed drops out regularly, transactions arrive days late.

Accepted Answer

1. Check with the bank for a known incident or certificate rotation, ING and Rabo usually post this on their status page.
2. Download camt.053 or MT940 for the missed period from online banking, that format is accepted by every package (Exact, Twinfield, Yuki, Snelstart, Moneybird).
3. Import into the bank module and watch for overlap with what the feed already pulled earlier.
4. Log per day which channel brought the transactions (feed or import) so you do not get duplicates after the feed comes back.
5. Set a reminder to re-link the feed after a week, do not let it auto-reconnect without a check.

When to bring us in: 
If recovery or import does not work within a working day, we can set up the fallback without duplicates.

Question 56

Bank feed posts the same transactions twice in the package.

Accepted Answer

1. Sort the bank journal by date and amount, duplicate pairs usually jump out.
2. Compare the transaction reference or end-to-end id, two entries with the same reference are duplicates.
3. Remove duplicates in a staging step, not directly on already-matched rows, or your reconciliation breaks.
4. Check whether two active bank links exist on the same IBAN (for example an old Klippa feed plus a new direct link) and disable the old one.
5. Turn on import checks for batch uploads so the package warns on overlap.

When to bring us in: 
For hundreds of duplicates across a long period we can write a dedup script against the transaction id.

Question 57

PSP payout lands as one amount on the bank, how do I match it to individual invoices?

Accepted Answer

1. Create a separate clearing account per PSP in the ledger (for example 1100 Mollie, 1101 Stripe, 1102 Adyen).
2. Book every customer payment to that clearing account, not directly to the bank.
3. Book the PSP payout from the clearing account to the bank, so the balance walks back to zero.
4. Book the PSP fee on a separate line as a cost, so both payout and matched invoice are correct.
5. Reconcile the clearing account monthly, a residual balance means a missing fee line or currency mismatch.

When to bring us in: 
If the clearing account drifts structurally, we can help tune the booking rules and chart of accounts.

Question 58

Yuki document recognition is getting less accurate, more manual rework.

Accepted Answer

1. Check the top 10 problem vendors, in our experience 80 percent of errors come from a handful.
2. Open the vendor card per supplier and verify VAT number, IBAN and default ledger account, Yuki recognises much better with these set.
3. Force a re-check by re-submitting a few correctly booked invoices, that resets the learning layer for that vendor.
4. Disallow low-resolution scans (under 200 dpi) and skewed phone uploads via WhatsApp, OCR stumbles on skew.
5. Open a ticket with Yuki with example document ids if the score stays low, they have tooling to tune matchers per admin.

When to bring us in: 
For an audit of your Yuki admin and rules, we can make it actionable within half a day.

Question 59

We want to set up Klippa for receipts, what is a clean approach for an SMB?

Accepted Answer

1. Create a user per employee and link their corporate credit card or expense category to the right cost centre.
2. Define approvers per threshold, in our practice two layers is enough (manager for small, director for large).
3. Link Klippa via the standard integration to Exact Online, Yuki, Twinfield, Snelstart or Moneybird, not via a Zapier detour.
4. Pilot for two weeks with one team before rolling out, learn which categories people pick incorrectly.
5. Enable auto-reminders for unapproved expenses older than 7 days, otherwise they pile up around month-end.

When to bring us in: 
With multiple legal entities or international teams Klippa setup hits scope questions, we can help structure it.

Question 60

Employees send receipts via WhatsApp, how do I channel that?

Accepted Answer

1. Enable the inbound email address on your bookkeeping package (Yuki, Moneybird, Exact, e-Boekhouden all have this) and share it with the team.
2. Or choose an expense app with scan (Klippa, Yokoy, Concur) so the employee submits a photo with metadata directly.
3. Communicate firmly that WhatsApp is no longer a valid channel, a receipt that lives only there does not get reimbursed.
4. During transition a shared mailbox can serve, someone routes WhatsApp photos there, then phase it out.
5. Plan a short 15-minute instruction per team, otherwise it slides back to WhatsApp after four weeks.

When to bring us in: 
For a full expense flow with approval and linkage, we can help with selection and config.

Question 61

An expected amount has not been credited, how do I chase it?

Accepted Answer

1. Ask the sender for the transaction reference and the executed date, that is faster than calling the bank.
2. Check your bank journal and the batch statuses for rejected mandates or returns in the last five days.
3. If it arrives but under a different amount or client, expect a typo in IBAN or amount, ABN and ING typically show this after 2-3 working days.
4. For a true missing payment, open an investigation with your business bank, they have SWIFT/SEPA tooling to trace the path.
5. Log every step with date and contact, otherwise you lose track after two weeks and restart.

When to bring us in: 
If amounts above 5k typically miss the 5-working-day mark, we can help speed up the investigation through the right channels.

Question 62

Webshop sells to EU consumers, apply OSS or IOSS?

Accepted Answer

1. Count your EU cross-border B2C revenue over current and last year, below 10k you may keep charging NL VAT.
2. Above that threshold register for OSS via the Dutch tax portal, one quarterly return for all of EU.
3. Adapt your webshop to charge the correct country VAT, Shopify Markets, WooCommerce plugins and Lightspeed support this.
4. For imports under 150 EUR from outside the EU register separately for IOSS, otherwise the customer pays at the door and abandons.
5. Split your VAT ledger accounts per country or per OSS category, otherwise the return becomes a manual calculation.

When to bring us in: 
For doubts per country or digital services versus goods, we can walk through OSS config with you.

Question 63

Submitting the ICP listing for intra-EU supplies, how does this work again?

Accepted Answer

1. Collect per EU customer the VIES-verified VAT id and store the check date, an invalid check is a direct mismatch.
2. In your ledger separate revenue 'EU B2B reverse charge 0%' from NL revenue, otherwise you filter after the fact.
3. Generate the ICP listing per quarter from your package (Exact, Twinfield, Yuki, AFAS have a module) and check totals against VAT return box 3b.
4. File the ICP via Mijn Belastingdienst Zakelijk or via SBR directly from your bookkeeping package.
5. If something is off, file a correction ICP for the relevant period, not in the next quarter.

When to bring us in: 
If you get an ICP mismatch letter and do not know which period is wrong, we can reconstruct it against the ledger.

Question 64

Accountant asks for an XAF audit file, how do I deliver it?

Accepted Answer

1. Close the financial year or requested period temporarily, otherwise the closing balance is missing and the export is rejected.
2. In Exact Online: Financial > Audit > XAF Audit File. In Twinfield: Admin > Audit File. In Yuki: Backoffice > XAF.
3. Snelstart, AFAS, Visma, Reeleezee, Asperion and MUIS each have a similar option under their audit menu.
4. Check the file opens in an XAF viewer or editor, a corrupt file is caught quicker before you ship it.
5. Send via a secure channel (encrypted zip with password, or accountant portal), not as a plain mail attachment.

When to bring us in: 
If export fails or the package flags inconsistencies, we can localise the blocker before the deadline.

Accounting and integrations