Exact Online AI prompts: 10 examples for daily use
The power of AI with Exact Online lies in asking the right questions. Below you will find ten practical prompts you can start using today with ChatGPT, Copilot or Claude. Each prompt is ready to copy and tested with Ledger Botje.
Stock and warehouse
1. Stock check at item level
"How much of item A1001 do we have in stock, per warehouse?"
Uses the items_stock tool. Shows available stock per warehouse, including reserved and ordered quantities.
2. Items below minimum stock
"Which items in the main warehouse have less stock than the reorder point?"
Uses the items_stock tool with filters. Ideal for your daily purchasing check.
3. Trace a batch number
"Where is batch number LOT-2026-003 located and what is its full history?"
Uses the warehouse_locations_stock tool. Essential for traceability and quality control.
Orders and purchasing
4. Open sales orders overview
"Show all open sales orders from this week, sorted by delivery date."
Uses the sales_orders_search tool. Gives immediate insight into what needs to be shipped today.
5. Create a purchase order
"Create a purchase order at supplier TechSupply Ltd for 500 units of item VP-200 with delivery date next Friday."
Uses the purchasing_orders_create tool. Available with the Advanced plan.
Invoices and finances
6. Outstanding invoices overview
"Which sales invoices have been unpaid for more than 30 days and what is the total amount?"
Uses the cashflow_receivables_search tool. Perfect for your weekly debtor review.
7. Revenue per customer this month
"What is the revenue per customer this month, sorted from high to low?"
Uses the cashflow_receivables_search tool with aggregation. Handy for sales meetings and reports.
Production
8. Check production order status
"What is the status of all production orders scheduled for this week?"
Uses the manufacturing_orders_search tool. Gives the production manager instant overview at the start of the day.
9. Issue material to a shop order
"Issue 100 units of item RM-300 to shop order WO-2026-0095."
Uses the manufacturing_materials_issue tool. Speeds up material registration on the shop floor.
Administration and contacts
10. Look up customer details
"Find the contact details and payment terms for customer Bakkerij de Groot."
Uses the accounts_search tool. Handy when you need customer information quickly during a phone call.
Want to discover even more prompts? Browse the full prompt library with dozens of additional examples. Also read our 5 tips to work more effectively with AI and Exact Online for the best results with your prompts. For more detailed reports, read how to generate management reports with AI.
What makes a prompt usable
The ten above work because they contain three things: a concrete object (an item code, a customer name, a warehouse), a boundary (a period, a threshold) and a desired shape (per warehouse, sorted by delivery date). Drop one and the answer gets vaguer.
Compare: "How is stock doing?" against "Which items in the Head Office warehouse are below their reorder point, sorted by how large the shortfall is?" You can act on the second; the first produces a paragraph of prose.
Following up beats a longer prompt
A common mistake is trying to fit everything into one question. A prompt with five parts often produces an answer where three were addressed.
A sequence works better: start with the overview, pick one line and drill in. "Why is this item below its reorder point - is there an open purchase order?" That kind of follow-up gives you the information you would otherwise open a second screen for.
The five you have to write yourself
Ready-made prompts are a starting point, not an end point. The return sits in the five questions you ask every week that are specific to your administration: your warehouse layout, your item groups, your customer segments.
A practical approach: for one week, note which screens you open in Exact Online and why. Every recurring pattern is worth a prompt. Keep the phrasings that work - a prompt you have to rephrase is not finished.
What to watch
Name the administration if you manage several. An answer from the wrong set of books looks correct.
Check amounts before acting on them. For figures that lead to a decision, look at the underlying lines.
More examples are in the prompt library.