Manual / Integrations

ClearFacts — invoices to your accountant

Updated on 2026-08-07

ClearFacts (Wolters Kluwer) is an accounting platform used by many Belgian accountants. If your accountant works with ClearFacts, you no longer have to email invoices across: BedFlow drops every finalised sales invoice straight into their ClearFacts Inbox, ready to be booked.

What the integration does

  • Every finalised invoice goes to ClearFacts automatically — sales invoices and credit notes, as soon as they are final.
  • UBL-XML with the PDF embedded (default). ClearFacts reads the amounts, VAT lines and customer details in structured form, and your accountant can simply open the readable PDF. One file, no double work.
  • Invoice number as a label: every document gets the invoice number as a tag plus a note with the customer name and invoice date. Your accountant sees what it is about at a glance, without opening the document.
  • Separate per property: every property has its own token and company number, so invoices from different companies never end up in the same set of books.
  • Fail-soft: if an upload fails (expired token, wrong company number), the invoice simply stays in the queue and BedFlow retries on the next run. Nothing gets lost.

What the integration does not do

ClearFacts does not send your invoices to your customer. ClearFacts is an accounting platform, not a Peppol access point. The integration delivers your invoices to your accountant; they are not sent to the customer over the Peppol network.

Do you want to send your invoices to your customer electronically via Peppol? Then use the Yuki or Billit integration. You can use ClearFacts for your accountant and, separately from that, keep emailing your invoices to the guest — that does not change.

Furthermore:

  • No CODA push. BedFlow does not send bank transactions to ClearFacts. Your accountant pulls those in through their own bank link or CODA import.
  • No feedback. ClearFacts does not report back whether an invoice has been paid or booked; payment follow-up stays in BedFlow.
  • No purchase invoices. Only your own sales invoices go across.

What you need

  1. A ClearFacts Personal Access Token with the upload_document scope.
  2. Your company number (e.g. BE0686566196) — needed as soon as your token gives access to more than one company.
  3. Optionally the sales journal in which your accountant wants to see the invoices.

Your accountant can supply points 2 and 3 in no time; they know their own ClearFacts file best.

Step 1 — Get a token in ClearFacts

  1. Log in to ClearFacts and go to your profile → API / Personal Access Tokens.
  2. Create a new token and tick at least the upload_document scope. Without that scope, every upload is refused.
  3. Copy the token. It is 80 characters long and does not expire, so this is a one-off.

Treat that token like a password. BedFlow stores it encrypted and never shows it in readable form again after saving.

Step 2 — Connect in BedFlow

Go to Settings → Integrations → Accounting → ClearFacts → Configure and fill in:

| Field | What to enter | |---|---| | Enable ClearFacts sync | Switch on once the rest is filled in. This is the kill switch. | | Personal Access Token | The token from step 1. | | Company number | E.g. BE0686566196. Leave empty if your token only unlocks one company. | | Sales journal | Optional — ask your accountant. | | Format | UBL-XML with embedded PDF (recommended) or PDF only. |

Click Save. The tile switches to Connected.

Which format should you choose?

  • UBL-XML with embedded PDF — recommended. The file contains both the structured data (amounts, VAT rates, customer details) and the readable PDF. ClearFacts can fill in most of the booking automatically.
  • PDF only — choose this only if your accountant explicitly asks for it. They will then have to enter more by hand.

When are invoices sent?

BedFlow pushes finalised invoices — proformas never go across. An invoice is sent once; after that BedFlow records that it has been pushed, so it does not land in the Inbox a second time.

An invoice that does not leave usually has one of these reasons:

| Situation | What you see | Solution | |---|---|---| | Invoice is still a proforma | Skipped | Finalise the invoice | | No customer linked | "No debtor linked" | Link a customer to the invoice | | Sync is off | Nothing happens | Turn the switch on | | Token without the right scope | "Missing scope: upload_document" | Create a new token in ClearFacts with that scope |

Avoiding duplicate documents

A ClearFacts upload always adds a new document to the Inbox. If the same invoice is uploaded twice, there are two documents — with the risk that your accountant books both.

In normal operation that cannot happen: BedFlow remembers which invoices have already gone out. Only when an administrator deliberately forces a re-push can a second document appear. BedFlow logs such a re-push with a clear warning. If you do it, check the ClearFacts Inbox afterwards.

Frequently asked questions

Does my accountant need to set anything up? No. For them the documents simply appear in their usual Inbox.

Can I combine ClearFacts with Yuki, Billit or Octopus? You choose one accounting integration per property. If you have several properties with different accountants, each property can happily use its own platform.

What if I change accountants? Turn the switch off, or replace the token with the new accountant's. Whatever has already been sent stays with the old accountant — BedFlow cannot retrieve documents from ClearFacts.

Do my invoices stay in BedFlow? Yes. ClearFacts gets a copy; BedFlow remains your source for invoices, PDFs and payment follow-up.

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