Linking annual accounts software to your bookkeeping package
Annual accounts software takes the figures from your bookkeeping via a trial balance, an XAF audit file or an API link. Every route works, provided the export is correct.
How do you link annual accounts software to your bookkeeping?
Annual accounts software reads the figures from your bookkeeping via a trial balance in Excel or CSV, an XAF audit file or a direct API link. An API link is handy, but not necessary. Many bookkeeping packages offer a trial balance as an export; check which format your package supports. More important is that you export after the closing entries.
Four ways to transfer figures
| Route | What comes with it | Advantage | Disadvantage |
|---|---|---|---|
| Trial balance in Excel or CSV | Account number, description and balance at the balance sheet date | Fast, and available in many packages | Columns and subtotals differ per package |
| XAF audit file | Chart of accounts, balances and transactions in a fixed XML format | Standardised, often with RGS codes | Larger file; the version must be supported |
| API link | Balances directly from the package | No files back and forth | Works only with supported packages and requires access to your administration |
| Manual entry | What you retype | Always possible | The biggest source of errors; use it only for a single correction |
RGS: the bridge between package and annual accounts
The Referentie GrootboekSchema (RGS) is a standard coding for ledger accounts. If your chart of accounts has RGS codes, the annual accounts software knows immediately which statutory line item an account belongs to. Without RGS, you map your own accounts yourself, or you review a proposal from the software.
Watch out for accounts that are classified too coarsely, such as a catch-all account for other liabilities. For the notes you sometimes still have to split, for example by maturity art. 2:375(2) DCC. More on this in RGS mapping.
Checks straight after import
- Does the trial balance balance? Debit and credit must be equal.
- Does the result agree with the profit and loss account in your package?
- Are clearing accounts at zero: suspense items, queries and bank transactions still to be processed?
- Do the VAT accounts agree with the returns for the last period?
- Have depreciation, accruals and the tax for the year been booked?
- Does the opening balance sheet agree with the closing balance sheet of the previous, adopted annual accounts?
If the balance sheet does not balance, resolve it in the bookkeeping and export again. See my balance sheet does not balance.
Export per bookkeeping package
The export differs per package. For each package we describe which report you need and where the pitfalls are.
How Jaarrekening.io imports
Jaarrekening.io imports a trial balance in Excel or CSV, or an XAF audit file (versions 3.1 and 3.2). The XAF file is read in your browser. Where RGS codes come with the file, the mapping to the annual accounts line items follows from those codes; otherwise the AI makes a proposal that you review. If the entries in the file do not agree, the app reports the difference.
Direct links per bookkeeping package are in preparation and not yet released. Until then you work with an export from a package that supports Excel, CSV or XAF. If you keep the bookkeeping in Jaarrekening.io itself, you take over the trial balance into the financial year without an export.
More about annual accounts software
Updated 30 October 2026. Jaarrekening.io prices exclude VAT.
Frequently asked questions
Does annual accounts software need a link with my bookkeeping package?
No. An export of the trial balance or an XAF audit file is enough. A direct link saves one step but adds nothing in substance.
What is an XAF file?
The XML Auditfile Financieel: a Dutch standard format in which your bookkeeping package exports the administration, with chart of accounts, balances and transactions. It was originally intended for the Dutch Tax Administration (Belastingdienst) and the accountant.
When do I export the trial balance for the annual accounts?
After the final closing and correcting entries, as at the balance sheet date. If you export earlier, you have to import again later and review the notes.
What if my bookkeeping package does not use RGS?
Then you map the accounts to the statutory line items yourself, or you review a proposal from the software. Record why a doubtful account sits under a particular line item.
Read more
Preparing Dutch annual accounts?
Your first set of annual accounts is free, for every size class. Create an account and prepare the annual accounts of your Dutch company under Title 9 of Book 2 of the Dutch Civil Code.
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