For Dutch BV bookkeeping, Xero and Exact Online are both capable platforms, but they serve different types of businesses. Xero suits internationally oriented companies and businesses that value simplicity, cloud-native design, and a strong ecosystem of app integrations. Exact Online is built specifically for the Dutch market and appeals to businesses that prioritise deep local compliance features out of the box. The sections below address the most common questions businesses ask when comparing the two.
Which accounting software is better suited for a Dutch BV?
The better choice depends on your business profile. Xero is generally the stronger fit for internationally oriented Dutch BVs, businesses with English-speaking teams, and companies that value a modern, cloud-first platform with a wide range of integrations. Exact Online tends to suit businesses that want deep Dutch-specific compliance features built directly into the software with minimal configuration.
For a Dutch BV that operates primarily in the Netherlands, works with Dutch-speaking staff, and has straightforward local compliance needs, Exact Online offers a familiar environment. Its Dutch VAT codes, SEPA payment processing, and direct connections with the Dutch Tax Authority (Belastingdienst) are configured as standard.
For a BV with international shareholders, a UK or US parent company, or a team that operates in English, Xero is often the more practical choice. Its interface is widely regarded as more intuitive, and it connects seamlessly with a broad range of tools used by internationally operating businesses. Working with a specialist Xero accountant for BV structures ensures that any Dutch-specific requirements are handled correctly, even where the software requires additional configuration.
How does Xero handle Dutch VAT and tax compliance?
Xero supports Dutch VAT reporting and can be configured to handle the standard Dutch VAT rates and return requirements. However, it does not submit VAT returns directly to the Belastingdienst natively, so businesses typically rely on their accountant or a connected tool to complete that step. With the right setup and professional support, Xero handles Dutch compliance accurately and efficiently.
Within Xero, you can apply the correct Dutch VAT rates to transactions, generate VAT reports, and produce the figures needed for your quarterly or monthly BTW return. The actual submission to the Dutch Tax Authority is handled separately, either through a tax portal or via your accountant’s workflow. This is a common point of difference from Exact Online, which has a more direct integration with Dutch government systems.
For corporate income tax (vennootschapsbelasting), Xero produces the financial reports your tax advisor needs to prepare and file the return. The platform does not automate the tax filing itself, but it gives your accountant accurate, real-time data to work from. Businesses that work with a dedicated Xero specialist rarely find this a limitation in practice.
What are the main differences in features between Xero and Exact Online?
The most significant differences between Xero and Exact Online lie in their design philosophy, integration ecosystems, and depth of Dutch-specific features. Xero prioritises usability, flexibility, and third-party app connectivity. Exact Online prioritises local compliance depth and sector-specific functionality for the Dutch and Belgian markets.
Here is a practical comparison of the key feature differences:
- Interface and usability: Xero is widely recognised for its clean, intuitive design. Exact Online is more feature-dense, which some users find complex, particularly those without an accounting background.
- Dutch VAT and tax integration: Exact Online has a direct connection to the Belastingdienst for VAT submissions. Xero requires an additional step, typically handled by your accountant.
- App integrations: Xero has one of the largest ecosystems of third-party integrations globally, covering payments, inventory, CRM, and e-commerce. Exact Online’s integrations are more focused on the Dutch and Belgian market.
- Multi-currency and international use: Xero handles multi-currency transactions natively and is designed for international use. Exact Online is primarily oriented towards the Dutch and Belgian markets.
- Reporting: Both platforms offer solid financial reporting. Xero’s reports are generally more accessible to non-accountants, while Exact Online’s reporting depth suits businesses with complex local requirements.
- User access and collaboration: Xero allows unlimited users on most plans, which is a practical advantage for growing teams and for sharing access with advisors.
How much does it cost to use Xero versus Exact Online in the Netherlands?
Both Xero and Exact Online use subscription-based pricing, and the total cost depends on the plan you choose and any add-ons required. Xero’s pricing is tiered by features rather than by user count, which can make it more cost-effective for teams. Exact Online prices its plans based on the number of users and the modules required, which can increase costs as your business grows.
Xero offers several plan levels, starting with a basic plan suitable for smaller businesses and scaling up to plans that include advanced features such as multi-currency, project tracking, and analytics. The pricing is transparent and published in local currencies. Exact Online’s pricing structure is more modular, meaning you pay for the specific functionality you need, but this can make total cost harder to predict without a detailed assessment.
It is worth factoring in the cost of your accountant’s time when comparing the two platforms. A well-configured Xero setup with a specialist advisor can be more cost-efficient overall than a lower software subscription that requires more manual accountant intervention to maintain compliance.
Should a Dutch BV switch from Exact to Xero?
A Dutch BV should consider switching from Exact Online to Xero if the current platform no longer fits the way the business operates. Common reasons to switch include a growing need for international functionality, frustration with Exact’s interface, a desire for better app integrations, or a change in accounting partner who specialises in Xero.
Switching makes the most sense when one or more of the following applies:
- Your business has international operations, foreign shareholders, or a team that works primarily in English.
- You want to connect your accounting platform to tools such as Shopify, Stripe, Dext, or other cloud-based business software.
- Your current Exact setup feels unnecessarily complex for your actual needs.
- You are changing accountants and your new advisor works exclusively with Xero.
- You want real-time financial visibility through a more accessible interface without relying heavily on your accountant to interpret reports.
Switching is not the right move if your business relies heavily on Exact-specific modules, such as manufacturing or project management features that are deeply embedded in your workflows, or if your entire team and supply chain are built around Exact’s ecosystem.
How difficult is it to migrate from Exact Online to Xero?
Migrating from Exact Online to Xero is manageable when planned carefully, but it requires attention to data integrity, chart of accounts structure, and historical transaction records. The process is not a simple export and import, and businesses typically benefit from working with an experienced Xero specialist to ensure the migration is accurate and compliant.
The key steps involved in a migration generally include exporting your existing data from Exact, mapping your chart of accounts to Xero’s structure, configuring Dutch VAT codes and settings, importing opening balances, and connecting any third-party tools you use. Historical transaction data may be migrated in full or summarised as opening balances, depending on how far back you need to go and the complexity of your records.
The timing of the migration matters. Moving at the start of a financial year or VAT period simplifies the process considerably and reduces the risk of reconciliation issues. A well-planned migration typically takes a few weeks from start to finish, depending on the volume and complexity of your data.
How Ace. helps Dutch BVs with Xero bookkeeping
Ace. is the Netherlands’ only certified Xero Platinum Partner and has worked exclusively with Xero since 2014. For Dutch BVs comparing Xero and Exact, or considering a migration, Ace. provides the specialist guidance needed to make the right decision and implement it correctly.
- Full Xero setup and configuration for Dutch BV compliance, including VAT and corporate income tax reporting
- Managed migration from Exact Online or other Dutch accounting systems, with clean data transfer and accurate opening balances
- Ongoing bookkeeping, tax compliance, and payroll support through Xero
- App integration advice to connect Xero with the tools your business already uses
- English-language support for international businesses and UK companies expanding into the Netherlands
If you are weighing up Xero against Exact for your Dutch BV, or you are ready to make the switch, book a consultation with Ace. to discuss your specific situation and get a clear picture of what the right platform looks like for your business.
