Connect VirtuaGym with Exact Online and automatically process membership fees in your accounting. Always up-to-date revenue figures in Exact Online for your gym.
1. Connect to Virtuagym
To connect with Virtuagym, you need multiple API keys. These can be found within Virtuagym.
Note: Each Club in Virtuagym has its own set of credentials. Therefore, you must install a separate integration for each Club.
Find the API details in Virtuagym
Log in to Virtuagym.
Then navigate to System Settings (located at the bottom left of the menu).
Next, go to Company Information.
4. Scroll down and click on Advanced.
5. Copy the API key and Club key
You will now see the Club key and the API key.
Copy both values.
Log in to Combidesk
Then log in to Combidesk.
Install the Virtuagym integration
Search for the desired Virtuagym integration in Combidesk.
Click on Install this integration.
You will be prompted to connect to Virtuagym.
Paste the previously copied API key and Club key into Combidesk to complete the integration:
2. Connect to Exact Online
To start connecting to Exact Online, click the "Connect your.." button:
Exact Online uses different country codes. When connecting, select the correct country code and click "Save":
This takes you to Exact Online's login screen. First enter your username (Gebruikersnaam), and your password (Wachtwoord) on the next:
To connect properly to Exact Online, it must be configured correctly. Do this before continuing with the integration configuration. The button below will take you to a collection of articles explaining how to set up Exact Online.
3. Configuration of the integration
For the integration to work properly, it must be configured correctly. In the paragraph below, we'll go through all the steps of the integration in sequence. Before starting the installation, we recommend that you first carefully read through these steps.
Configure these Virtuagym steps:
Export existing invoices
Do you want to export existing invoices from Virtuagym?Add club ID to invoice number
Do you want to add the club id to the invoice number?
Configure these Exact Online steps:
Select Exact Online administration
The administration the entries will be booked inSelect journal
Select the journal in which the sales entries should be bookedExact Online VAT mapping
Connect the VAT categories of Virtuagym to your Exact Online accountBook revenue
How would you like the revenue to be booked?Exact Online general ledger mapping
Connect the VAT categories of Virtuagym to your Exact Online general ledgerIncome category to Exact Online general ledger mapping
Connect the income categories Virtuagym to your Exact Online general ledgers.Ledger account revenue
Select the default ledger account for sales revenuePeriods
Do you want to use the periods added to the Virtuagym invoice in Exact Online too? Beware, the periods need to be opened in Exact Online.Disable check on email address?
Should we disable the check if a customer exists by email address?Debtor number for guest orders
Do you make guest orders in Virtuagym and do you want to book these orders in Exact Online as well? Then please enter the debtor number of the debtor on which these orders should be booked.Service level
Pick a Service level matching your needs. You can always change the it at a later time, and the price will be adjusted accordingly.
4. The Combidesk customer dashboard
How does the dashboard work?
If you've created a new Combidesk account or installed a integration, you'll receive an email with access to your Combidesk account. When you log in to combidesk.com, you'll arrive at the dashboard. This is where your integration is located. From here, you can easily adjust your integration and account settings, view the integration logs (history), and access support.
What can you view via your Combidesk account?
From your Combidesk dashboard you also have access to your account settings, connected accounts, billing and support.
5. What can you expect from Combidesk?
We understand you're busy or perhaps have little software experience. That's why our specialized team is always ready to help. Take advantage of our installation packages to save yourself even more time.
Installation appointment
If you're short on time or would like us to handle the entire installation, take advantage of our remote implementation support. We'll take care of everything for you right away and deliver a fully functional connection. For most connections, installation support costs a fixed fee of €150, while others cost €300. If you decide not to continue with the connection after the trial period, there's no charge. Schedule an installation appointment below and schedule it right away.
Explanation of service level (SLA) subscriptions (Basic, Pro, Premium)
To help you use our integration effectively, we offer three service levels: basic, pro, and premium. You can always change the service level in your integration. The price will be adjusted for the next billing period.
6. FAQ (Frequently Asked Questions)
How often is the data synchronized?
This integration synchronizes automatically every 120 minutes. You don’t need to take any action. If a synchronization fails, the integration will retry during the next run. If issues persist, we will notify you by email.
Which permissions do I need in Exact Online?
In Exact Online, you need the appropriate rights for Sales Entries. You can arrange this with your accountant or with Exact Online. You can find these settings in your Exact Online account.
Can the PDF of the invoice be sent to Exact Online?
No, the PDF of the invoice cannot yet be added to the sales entry in Exact Online.
Can I connect multiple Virtuagym business entities?
Yes. To do so, you need to install the integration separately for each business entity.
Can you help install this integration?
Absolutely. If you don’t have time or if things seem too complex, no worries. We can install the integration for you. We charge a one-time installation fee, which is refunded if you decide not to use the integration.
Is my data safe when using the Virtuagym Exact Online integration?
We take the security of your data very seriously. Our software runs in a Dutch data center and meets all necessary standards for secure data processing. We do not store client data; we only exchange it between your connected systems.
Do I need to enter my payment details to install this integration?
No, you do not need to provide payment details during the trial period. If you decide to continue using the Virtuagym Exact Online integration after the trial, we will inform you in time on how to proceed.
What is the cancellation period for the Virtuagym Exact Online integration?
All our integrations have a one-month cancellation period. There are no long-term commitments. Any remaining amount on an annual subscription will be refunded to your account.
How do I get the correct VAT on an Exact Online invoice?
Make sure that the VAT rates you use are activated in both Virtuagym and Exact Online. In the integration settings, you can then link the VAT rates from both systems.