The Exact SaaS Conditions (Exact SaaS Voorwaarden), version July 2026, are the standard terms for Exact Online, Exact Horeko and Exact Gripp in the Netherlands.[1] Exact’s terms index lists them for the Netherlands as “Applicable since July 2026”. Other countries have their own Exact Online documents, for example the United Kingdom terms “Applicable since June 2021” and the Exact Online Connectivity terms “Applicable since March 2025”.[4] The document is bilingual. “If there is a difference of opinion about the content or purport of these conditions, the Dutch text will be binding.”[1]
For licence management, the conditions matter for four reasons. They define what is counted (Users and Administrations), they let Exact change prices and terms at short notice, they set a short notice period that makes Exact Online easy to reduce or leave, and they contain an audit clause with cost-shifting. For sizing and prices see Exact Online editions, users and administrations.
Editions
The conditions do not define editions. They refer to the Users, Administrations and modules “as set out in the Exact SaaS Agreement”, meaning the order confirmation.[1] Orders and Additional Orders are subject to Exact’s acceptance, and the agreement comes into effect when Exact sends the order confirmation. An Additional Order covers new subscriptions, modules and add-ons, and changes to the number of Users, operators, company types or Administrations.[1]
| Topic | Netherlands, July 2026[1] | United Kingdom, June 2021[2] |
|---|---|---|
| Products covered | Exact Online, Exact Horeko, Exact Gripp | Exact Online |
| Right of use | Users, Administrations and modules in the agreement; non-transferable, non-sublicensable | Users, Administrations and modules in the agreement; non-transferable |
| Subsidiaries | Separate Administration for a Subsidiary in the Netherlands; foreign Subsidiaries only via a foreign-legislation module | Separate Administration for a Subsidiary |
| Term | 1 month, renewed monthly; annual option | 1 month, renewed monthly; annual option |
| Fee changes | Monthly, with about one month’s notice | Monthly, with about one month’s notice |
| Language | Dutch text binding | English |
Metrics
A User is “the Customer, an Employee of the Customer and/or a client of the Accountant who uses the Exact SaaS Service”. An Administration is “the financial accounts of the Customer’s company in the Web Application, including each financial account that the Customer keeps in the Web Application for its Subsidiaries”.[1] The UK terms define a User in the same way and add a definition of an Accountant: an organisation whose primary activity is providing administrative services to third parties commercially.[2] Catalog: User (Exact Online); Administration.
Counting / floors
Cap on use. Exact grants a non-exclusive, non-transferable and non-sublicensable right to use the Web Application during the term, “solely for their internal business operations, for the number of Users, Administrations and modules as set out in the Exact SaaS Agreement”. The customer “expressly may not use the Web Application for or having it used by more Users and/or Administrations than the number specified”.[1] The Web Application may not be used by or for the benefit of anyone other than the customer and its Employees, apart from the Subsidiary exception. It may not be relicensed or used for third-party training, timesharing, rental or service-agency use.[1] Catalog: Exact Online right of use limited to the contracted Users, Administrations and modules; Separate Administrations only for Dutch Subsidiaries, unless a foreign-legislation module is held.
Fees regardless of use. From the Effective Date the customer pays “regardless of whether they actually use these services”. Additional Orders are invoiced pro rata from confirmation.[1]
Reductions. To reduce, the customer must specify which Users, Administrations, company types or modules are removed. It “may not misuse its right to request any reduction”. If it does, at Exact’s discretion, or does not specify, it remains liable for the monthly fee for them.[1] Before cancelling seats, record the exact user and administration names. Catalog: Reductions must name the Users, Administrations or modules removed.
Transaction limits. Where the agreement limits the number and size of transactions, mutations or financial entries, Exact may charge the agreed rate for each exceeded quantity. It may access Customer Data to count them, and its records are conclusive unless the customer proves otherwise.[1][2] Exact’s price page publishes booking-line thresholds per administration per month.[5] Catalog: Agreed transaction limits are charged per excess.
Fair use. Exact Online is provided under a fair use policy for the amount of information stored and data transported “as can be expected on average in a small or medium-sized enterprise”. Exact may require the customer to end excessive use, suspend the service and charge the costs. Excessive use includes high processing, memory, network, disk and storage use, and excessive use of support and management services.[1] Catalog: Fair use sized for an average SME; excessive use may be charged or suspended.
Virtualization & partitioning
Not applicable to SaaS.
Cloud / BYOL
Term and notice. The agreement starts on the Effective Date for one month. It is tacitly renewed each month, and Additional Orders do not change the term. The customer terminates through the Web Application with one month’s notice from the Renewal Date. Exact may terminate only in writing, with the same notice.[1] With an annual subscription the term is one year, renewed yearly and terminable at the end of each year with one month’s notice. Annual subscribers may also terminate when a fee adjustment takes effect.[1] Catalog: Exact Online runs month to month with one month’s notice; annual option.
After termination. The customer may export all Customer Data up to the last day of the agreement, and must then stop using the Web Application. For up to three months after termination, the customer may ask Exact to reactivate the agreement. Exact is not obliged to agree, and reactivation takes effect only after a reactivation fee is paid. Exact retains data for those three months and destroys it afterwards.[1] Switching provider, moving to an on-premises environment or having data deleted follows the separately published Data Act Addendum.[1]
Integrations. Customers may connect their own apps to Exact Online free of charge, though Exact reserves the right to charge in future. Developers pay for an Exact Online Developer’s License, and must not make unnecessary API calls or excessively burden the infrastructure.[3] Catalog: App developers pay for a Developer’s License; customer app connections are free for now.
Programs
Accountants. Accountants may use the Web Application for their clients, and “may purchase a specific type of user account for clients”. Exact decides at its sole discretion the availability of such accounts, the rights granted, and whether the Accountant or client is eligible for benefits. The Accountant remains fully responsible for client access, must show its clients’ authorisation on request and must meet Exact’s requirements for Accountants.[1] Catalog: Accountant client accounts.
Contract terms
Price changes. “Exact may adjust its fees monthly.” Where possible, Exact gives one month’s notice through the Website. If fees rise and the customer does not consent, it may terminate. Otherwise it is deemed to accept the new fees.[1] Catalog: Exact Online fees may change monthly; higher fees give a right to terminate.
Changes to the conditions. Exact may amend the conditions at its sole discretion with reasonable prior notice, and may alter or discontinue the services. A customer who disagrees may terminate. Without termination, the customer is deemed to accept.[1]
Payment. Fees are paid in advance. Exact’s collection costs are set at a minimum of 15% of the principal, and Exact may require immediate advance payment until the end of the intended term.[1] The UK terms add interest of 1.5% per month on overdue amounts.[2]
Transfer and logins. The customer may not transfer the agreement or its rights without Exact’s prior written consent.[1] Login details are personal to each User and may not be shared inside or outside the organisation.[2] Catalog: Login details are personal to each User.
Liability (UK). The UK terms limit Exact’s liability to direct damages up to 50% of the amounts invoiced to and paid by the customer in the six months before the event, and never more than EUR 10,000.[2]
Audits and compliance
Exact may have an audit or inspection carried out to determine whether the customer complies with the agreement. It must take place during normal business hours, in a way that does not unreasonably hinder the business, and is performed by an expert whom Exact selects. The customer must give the expert the information, support and access to buildings and systems reasonably required. The expert reports a summary of findings on compliance and passes no other information to Exact. “The costs of this audit are payable by Exact, unless it shows that the Customer is not complying with the conditions of the Exact SaaS Agreement, in which case the costs are payable by the Customer.”[1] The UK 2021 terms contain the same clause.[2]
For actual or suspected misuse or any breach, Exact may, at its discretion and with immediate effect, demand removal of offending data, restrict or block access, suspend the service or terminate the agreement. The remaining fees stay payable.[1] Catalog: Exact Online audit: expert inspection, costs shift on non-compliance. See software license audit.
Out of scope
- Exact Online terms for Belgium, Germany, France, Spain and the United States.
- Exact Online voor Onderwijs (education), Exact Payment Services and SRXP terms.
- The Data Act Addendum and data processing agreements.