How do you set up exchange rates for automatic currency conversion in Easyflor?

What are exchange rates in Easyflor?

Exchange rates ensure that Easyflor automatically converts amounts from your default currency (for example Euro) to your customer's currency (for example British Pound or Swiss Franc). The invoice is then automatically displayed in the correct currency to the customer.

Why use exchange rates?

• International customers: You sell to customers abroad who want to pay in their own currency
• Automatic conversion: You don't need to convert manually, Easyflor does it for you
• Professional: Customers see invoices in their own currency
• Prevents errors: No more calculator needed, so no typing mistakes
• Time saving: You set it up once and it works automatically
• Clarity: Customers know exactly how much they need to pay in their own currency
• More revenue: Foreign customers order more easily when they see prices in their own currency

When do you use exchange rates?

Examples:

• You sell flowers to florists in England (Euro → Pound)
• You have customers in Switzerland (Euro → Swiss Franc)
• You export to Denmark (Euro → Danish Krone)
• You work with international customers who prefer to pay in their own currency
• You want to send invoices in the customer's currency

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How does the system work?

The basics:

1. You set a default currency (for example: Euro)
2. You set exchange rates (for example: 1 Euro = 0.85 Pound)
3. Per customer you choose a currency (for example: Customer in England gets Pound)
4. Easyflor converts automatically (€100 becomes £85 on the invoice)

Visual example:

YOUR SYSTEM: Works in Euro
    ↓
EXCHANGE RATE SET: 1 EUR = 0.85 GBP
    ↓
CUSTOMER IN ENGLAND: Uses British Pound
    ↓
PRODUCT COSTS: €100
    ↓
INVOICE FOR CUSTOMER: £85 (automatically converted)

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Part 1: Setting up the default currency

What is the default currency?

This is the currency you normally work in and in which your prices in Easyflor are displayed. Usually this is Euro if you work in the Netherlands.

Step 1: Go to configuration

1. Click on the "Admin" tile
2. Click on "System"
3. Click on "Configuration"
4. Click on "Localisation"

Step 2: Set the default currency

1. Find the field "Default currency"
2. Choose your default currency
   • Example: EUR (Euro)
   • This is the currency in which your prices in Easyflor are displayed
3. Click on "Save"

What does this mean?

• All prices in Easyflor are in this currency
• Exchange rates are calculated from this currency
• If you work in the Netherlands, you probably choose EUR

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Part 2: Setting up exchange rates

What are exchange rates?

These are the ratios between currencies. For example: 1 Euro = 0.85 British Pound. You enter how much of the other currency you get for 1 unit of your default currency.

Step 1: Go to currency

1. Click on the "Admin" tile
2. Click on "Localisation"
3. Click on "Currency"

Step 2: Choose a currency

• You see a list of different currencies (EUR, GBP, USD, CHF, etc.)
• Click on the currency for which you want to set an exchange rate
• Example: Click on "GBP" (British Pound) if you have customers in England

Step 3: Go to exchange rates

1. Click on "Exchange rates"
2. Here you can enter the exchange rate

Step 4: Fill in the details

Date:

• From which date does this exchange rate apply?
• Usually you enter today's date

Exchange rate:

• How much of this currency do you get for 1 unit of your default currency?
• Example: If 1 Euro = 0.85 Pound, you enter 0.85
• Example: If 1 Euro = 1.10 Swiss Franc, you enter 1.10

Where do you find the current exchange rate?

• Search online for "EUR to GBP exchange rate"
• Check websites like xe.com or Google Finance
• Use today's rate

Step 5: Save

• Click on "Save"
• The exchange rate is now active!

Repeat for all currencies

• Do this for each currency you use
• Examples:
  • GBP (British Pound) for customers in England
  • CHF (Swiss Franc) for customers in Switzerland
  • DKK (Danish Krone) for customers in Denmark
  • SEK (Swedish Krona) for customers in Sweden

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Part 3: Setting up currency per customer

Why per customer?

Now you need to indicate per customer which currency they use. This way Easyflor knows which currency to convert to.

Step 1: Go to debtors

1. Click on "Organisation"
2. Click on "General"
3. Click on "Debtors"

Step 2: Select a customer

• Click on the customer (debtor) for whom you want to set a currency
• Or create a new customer with "+New"

Step 3: Edit the customer details

1. Click on "Edit"
2. Find the field "Currency"

Step 4: Choose the customer's currency

• Select the currency this customer uses
• Examples:
  • Customer in England → Choose GBP (British Pound)
  • Customer in Switzerland → Choose CHF (Swiss Franc)
  • Customer in Denmark → Choose DKK (Danish Krone)

Step 5: Save

• Click on "Save"
• The customer is now set up to receive invoices in their own currency!

Repeat for all international customers

• Do this for each customer who works in a different currency
• Dutch customers continue to use EUR

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What happens automatically now?

When creating an invoice:

1. You create an invoice for a customer in England
    ↓
2. The customer has GBP (Pound) set as currency
    ↓
3. Your product costs €100 in your system
    ↓
4. Easyflor sees: exchange rate 1 EUR = 0.85 GBP
    ↓
5. Easyflor converts: €100 × 0.85 = £85
    ↓
6. The invoice shows: £85 (instead of €100)
    ↓
7. The customer sees an invoice in British Pounds!

Advantage:

• You don't have to do anything
• It happens automatically
• Customer immediately sees the correct currency
• No more manual calculations needed

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Practical example: Complete setup

Situation:

You are a Dutch flower wholesaler. You work in Euros but have customers in:

• England (British Pound)
• Switzerland (Swiss Franc)
• Denmark (Danish Krone)

Step 1: Set default currency

1. Admin → Configuration → Localisation → Default currency
2. Choose: EUR (Euro)
3. Save

Step 2: Set exchange rates

For England (GBP):

1. Admin → Localisation → Currency → Click on GBP
2. Click on "Exchange rates"
3. Date: Today
4. Exchange rate: 0.85 (example: 1 EUR = 0.85 GBP)
5. Save

For Switzerland (CHF):

1. Admin → Localisation → Currency → Click on CHF
2. Click on "Exchange rates"
3. Date: Today
4. Exchange rate: 0.95 (example: 1 EUR = 0.95 CHF)
5. Save

For Denmark (DKK):

1. Admin → Localisation → Currency → Click on DKK
2. Click on "Exchange rates"
3. Date: Today
4. Exchange rate: 7.45 (example: 1 EUR = 7.45 DKK)
5. Save

Step 3: Set up customers

Customer 1: Florist in London

1. Organisation → Debtors → Select customer
2. Edit → Currency: GBP
3. Save

Customer 2: Florist in Zürich

1. Organisation → Debtors → Select customer
2. Edit → Currency: CHF
3. Save

Customer 3: Florist in Copenhagen

1. Organisation → Debtors → Select customer
2. Edit → Currency: DKK
3. Save

Result:

Product costs in your system: €100

Invoice for London: £85
Invoice for Zürich: CHF 95
Invoice for Copenhagen: DKK 745

All automatically converted!

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Important tips

Tip 1: Update exchange rates regularly

• Exchange rates change every day
• Update them for example every month or quarter
• This keeps your prices fair and current

Tip 2: Note the date

• When setting an exchange rate you enter a date
• This is important for administration
• This way you know later which rate you used when

Tip 3: Check exchange rates online

• Use reliable sources such as:
  • xe.com
  • Google Finance (search: "EUR to GBP")
  • The Dutch Central Bank (dnb.nl)
• Use the mid-market rate (the average rate)

Tip 4: Consult your accountant

• Ask your accountant which exchange rate you should use
• Sometimes your accountant wants a fixed rate for a period
• This keeps the administration consistent

Tip 5: Test with one customer first

• Set everything up for one customer
• Create a test invoice
• Check if the conversion is correct
• Does it work? Then set up the rest

Tip 6: Communicate with customers

• Tell customers they will receive invoices in their own currency
• This is a service they appreciate
• Explain how the exchange rate works

Tip 7: Use round numbers for tests

• Test for example with €100
• Then you can easily see if the conversion is correct
• €100 × 0.85 = £85 (easy to verify)

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Common mistakes

Mistake 1: Entered wrong exchange rate

• You enter 1.20 when it should be 0.85
• Result: Customers get wrong amounts on the invoice
• Solution: Always check online what the current rate is

Mistake 2: Default currency not set

• You set exchange rates without a default currency
• Result: The system doesn't know from which currency to convert
• Solution: Always set the default currency first

Mistake 3: Currency not set for customer

• You set exchange rates but forget to set the currency for the customer
• Result: Customer continues to receive invoices in Euro
• Solution: Go to each customer via Edit and set the currency

Mistake 4: Exchange rate never updated

• You set an exchange rate once and never update it
• Result: After a while the amounts no longer match reality
• Solution: Update regularly (at least every quarter)

Mistake 5: Wrong currency chosen for customer

• You accidentally give an English customer CHF (Swiss Franc)
• Result: Customer receives invoice in wrong currency
• Solution: Always check that you have chosen the correct currency

Mistake 6: Not tested

• You set everything up but don't test if it works
• Result: You send wrong invoices to customers
• Solution: Always create a test invoice before actually sending invoices

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Frequently asked questions

Question 1: Can I have multiple exchange rates per currency?

Answer: Yes! You can set different exchange rates for different dates. Easyflor then uses the exchange rate that applies on the invoice date.

Question 2: What if the exchange rate changed between order and invoice?

Answer: Easyflor uses the exchange rate that applies on the invoice date. So update your exchange rates before sending invoices.

Question 3: Can I also invoice in US Dollars (USD)?

Answer: Yes! Just set an exchange rate for USD and choose USD for the customer. It works the same as with other currencies.

Question 4: Do I need to tell the customer separately about exchange rates?

Answer: It's wise to mention in your terms and conditions that you use exchange rates and how often you update them. This way there are no surprises.

Question 5: What if I don't have international customers?

Answer: Then you don't need to set anything up! Leave everything on EUR and everyone receives invoices in Euros.

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Visual overview of the process

STEP 1: Set default currency
    ↓
Admin → Configuration → Localisation → Default currency: EUR
    ↓
STEP 2: Set exchange rates
    ↓
Admin → Localisation → Currency → Choose currency → Exchange rates
Enter: date and exchange rate (for example 1 EUR = 0.85 GBP)
Repeat for each currency
    ↓
STEP 3: Set currency per customer
    ↓
Organisation → Debtors → Choose customer → Edit → Currency: GBP
Repeat for each international customer
    ↓
DONE! Invoices are automatically converted

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Summary

To set up exchange rates in Easyflor for automatic currency conversion, you start by setting a default currency via Admin, System, Configuration and Localisation where you usually choose EUR (Euro) at "Default currency" if you work in the Netherlands. This is the currency in which all your prices in Easyflor are displayed and from this currency all other currencies are calculated.

Next, you set the exchange rates by going to Admin, Localisation and Currency. There you click on the currency for which you want to set an exchange rate, for example GBP (British Pound) for customers in England. You click on "Exchange rates" and fill in the details:

• The date from when this exchange rate applies (usually today)
• The exchange rate itself, where you enter how much of that currency you get for 1 unit of your default currency (for example if 1 Euro = 0.85 Pound, you enter 0.85)

You can find these exchange rates online on websites like xe.com or Google Finance where you can search for "EUR to GBP" to find the current rate. You repeat this process for each currency you want to use, such as CHF for Switzerland or DKK for Denmark.

As a final step, you set per customer which currency they use by going to Organisation, General and Debtors, selecting a customer, clicking on "Edit" and choosing the correct currency for that customer in the "Currency" field. If you have set an exchange rate for this currency, Easyflor automatically converts from your default currency to the customer's chosen currency. The invoice then automatically displays the converted amounts in the currency set for the debtor.

The system works fully automatically: if you have a product that costs €100 and a customer in England has GBP set with an exchange rate of 0.85, the invoice automatically shows £85. It's important to update exchange rates regularly (at least every quarter) because they change daily, and always test first with one customer and a test invoice before using it for all international customers.