Forwarding documents to your accountant by email (e.g. an Adsolut mailbox)

Does your accountant use accounting software without a direct integration with NumNum? No problem: many packages (such as Adsolut by Wolters Kluwer) work with a digital mailbox: an email address you send your documents to, which the accounting software reads in automatically. NumNum can mail your documents straight to it, as PDF and as UBL/XML.

💡 Does your accountant use a supported platform (Clearfacts, Billtobox, Octopus, …)? Then preferably use that integration; it forwards automatically and in some cases also returns information (such as payment statuses).

Setting up your accountant’s email address

1. Go to Settings → Emails
2. Under Accountant email address, enter the mailbox address your accountant gave you

You can configure separate addresses for sales and purchase documents:

⚠️ Important for a digital mailbox (such as Adsolut): also tick Export documents in separate emails by default. An automated mailbox cannot open a zip download link; with this option the mailbox receives each invoice as a separate email with attachments, so everything is imported correctly. For known mailbox addresses (including Octopus, Clearfacts, Yuki) this happens automatically, but for other addresses it’s best to enable it yourself.

Exporting to your accountant manually

1. Go to the Invoices, Credit notes or Expenses module
2. Click Export and choose Export to accountant
3. Select the documents (or a period)
4. Choose what to include: XML (UBL) (the standard format for importing into accounting software), PDF and/or the original attachments
5. Check the email address and send

Every exported document gets an entry in its Export history (labelled Export to accountant), so you can always check what has already been forwarded. In the lists you can also filter on documents not yet in the accounting.

Automatic daily forwarding

Don’t want to think about it anymore? Then tick Automatically forward documents to the accountant daily on the same page:

• Every night, NumNum automatically sends your sent invoices and credit notes, your expenses and your purchase borderelles to the configured address, always as PDF and UBL/XML.
• Only new documents from the moment you enable it are forwarded; send your history (once) via the manual export.
• Drafts are never forwarded: an invoice only goes to your accountant after you have sent it yourself (by email, Peppol or post).
• Documents that have already gone to your accountant are not sent twice.

ℹ️ If you have an active accounting integration (e.g. Clearfacts or Wings), this option is not available: that integration already forwards your documents automatically, and this way we avoid documents arriving at your accountant twice.

Good to know

• Documents that have been sent to your accountant are locked: you can no longer edit them, so your accounting stays valid. Still need to correct something? Create a credit note.
• Did your accountant give you a new mailbox address? Simply change it under Settings → Emails; the new address is used from the next export onwards.

Frequently asked questions

My accountant says nothing arrives in the mailbox. Check that the email address is set correctly and that Export documents in separate emails by default is ticked. Without that option, an automated mailbox only receives a download link it cannot open.

Which format does my accountant need? Almost every Belgian accounting package imports UBL/XML. Include the PDF if your accountant also wants to keep a visual copy of the document. In doubt? Just ask; including both is always possible.

Does this also work for quotes or proformas? No, only invoices, credit notes, expenses and purchase borderelles are forwarded to your accountant.