How DAEN Mobility automated its invoicing with an Exact Online integration and Retool

Company

DAEN Mobility

Services

Web Application & Integrations

Technology

Retool & .NET

Industry

Mobility industry

DAEN Mobility is a fast-growing company that uses EV software to smartly manage charging infrastructure. Innovative on the outside, but behind the scenes the team was struggling with a time-consuming problem: invoicing. Every month hundreds of invoices had to be manually processed, sent and reconciled in both their own system and in Exact Online. An error-prone and inefficient process that did not scale with their ambitions.

Together with PlatformVisions, we fully automated this process - from invoice creation to payment. In this article you can read how we did it.

Challenge

DAEN Mobility had a powerful EV software solution, but it was separate from their financial records in Exact Online. This led to:

Manual invoice creation in Exact
Dual controls between the two systems
No central place to monitor errors or status differences
Lots of wasted time with a growing customer base

The desire: a solution that both automates the invoicing process and provides insight into the status of each invoice - without employees having to take unnecessary intermediate steps.

Solution

We developed an integrated solution consisting of two components:

1. Seamless connection between EV software and Exact Online.

Using an API link, we built a robust integration:

Invoices are automatically created and sent from the EV software to Exact Online
Once a customer pays, the invoice is automatically zeroed in both systems
Status updates are synchronized in real time

This eliminates the need for manual intervention, and the accounting system always remains up-to-date.

2. Administration portal in Retool

To keep a grip on the process, we developed a custom portal in Retool:

Overview of synchronization status per invoice
Process erroneous or unprocessed invoices with one click
Record customer-level exceptions such as specific payment terms
Filter by processed and unprocessed invoices
Direct error messages from Exact or its own system

Result

Since going live, DAEN Mobility has seen significant benefits:

>90% time savings on monthly billing processes
Improved data integrity between systems
Fewer errors and faster handling of customer inquiries
Complete control and insight thanks to the Retool dashboard

DAEN Mobility now has a scalable and future-proof basis for its financial processes. The team can focus on growth and innovation, without administrative ballast.

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DAEN Mobility