ClearFacts — invoices to your accountant

Updated on 2026-10-01

Settings → Integrations → Accounting → ClearFacts

ClearFacts (Wolters Kluwer) is an accounting platform used by many Belgian accountants. If your accountant works with ClearFacts, you no longer need to email invoices to them: BedFlow automatically puts every final sales invoice into their ClearFacts Inbox, ready to be booked.

What the integration does

• Every final invoice sent 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 a structured way, and your accountant can simply open the readable PDF. One file, no duplicate 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 can see at a glance what it is about, without opening the document.
• Separate per property: each 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 tries again in the next round. Nothing is 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 via 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 still keep sending your invoices to the guest by email separately — that does not change.

In addition:

• No CODA push. BedFlow does not send bank transactions to ClearFacts. Your accountant imports those via their own bank connection or CODA import.
• No feedback. ClearFacts does not report whether an invoice has been paid or booked; payment follow-up stays in BedFlow.
• No purchase invoices. Only your own sales invoices are included.

What you need

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

Your accountant can give you 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 scope upload_document. Without that scope, every upload is refused.
3. Copy the token. It is 80 characters long and does not expire, so you only need to do this once.

Keep that token safe 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:

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 entry automatically.
• PDF only — only choose this if your accountant explicitly asks for it. They then have to copy more over manually.

When are invoices sent?

BedFlow sends final invoices and credit notes every two hours — proformas are never included, and neither are cancelled invoices or anonymous POS sales without a customer. An invoice is sent once; after that, BedFlow keeps track that it has gone, so it does not land in the Inbox again.

Note when switching it on: your earlier final invoices that were never sent to ClearFacts will then be sent too. If your accountant has already received them another way, email support@bedflow.eu before you switch on the integration.

An invoice that is not sent usually has one of these reasons:

Avoiding duplicate documents

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

In normal operation this cannot happen: BedFlow remembers which invoices have already been sent. Only when an administrator deliberately forces a re-push can a second document be created. BedFlow logs such a re-push with a clear warning. If you do this, 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 several are switched on anyway, your invoices only go to the first one in this order: Yuki, Billit, Octopus, ClearFacts. If you have several properties with different accountants, each property can perfectly well use its own platform. More about the other packages in Connecting your accounting software.

What if I change accountant? Switch off the toggle, or replace the token with the new accountant's. Anything already sent stays with the old accountant — BedFlow cannot retrieve documents from ClearFacts.

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