Important: This guide is only for hotels already using the Exact Accounting integration with RoomRaccoon. If you are setting up Exact for the first time, please follow our Exact Setup Guide instead.

Why Switch?

By switching to the invoice-based method, RoomRaccoon can now send invoice-specific data to Exact — enabling automatic reconciliation and reducing manual accounting work.

How to switch from cashbook to invoice-based

Follow these steps to update your RoomRaccoon bookkeeping settings.

1. Access your Bookkeeping Settings

• In RoomRaccoon, go to the Finance module

• Open the Accounting Settings/Bookkeeping Settings tab

2. Update your Invoice Journal

• In your Exact platform, create a sales journal named “RoomRaccoon” if one doesn’t already exist.

• Back in the RoomRaccoon platform:

  • In the field “Invoice Journal”, select the RoomRaccoon sales journal you just created.

3. Enable invoice-based posting

• Find the field “Post on invoice basis”

• Change the setting from “No” or blank to “Yes”

• Click Save — this will return you to the main accounting dashboard

4. Update the General Journal

• Go back to the Accounting Settings tab

• Locate the field previously called “Cash Journal” (now labeled “General Journal”)
  
  

• Select the “Memoriaal” journal from Exact (this is Exact’s default general journal)
  Tip: You can also create a dedicated journal in Exact, e.g., “Memoriaal RoomRaccoon”, and link it here.

5. Adjust additional settings

• In the field called: “Skip Bank Transfers”: Set this to “Yes” — since Exact already tracks these transfers, this avoids duplication

• In the field called “Debtor Account”: Choose the correct debtor account from Exact — this ensures payments and invoices are matched correctly.

Important Note

Switching to invoice-based posting only affects future invoices and transactions. Past transactions sent via the cashbook method will not be retroactively updated or moved into the new journals.