Kroton Hub
Nobody became an accountant to copy-paste shareholder data into Word templates. So we taught the data to assemble its own general-assembly minutes. In Dutch or French, with the audit trail intact, and with a polite note whenever a figure went missing instead of silently shipping a zero.
The Client
Turning accounting data into the corporate documents an accountancy firm has to produce anyway
- Accountancy firm
- Internal document-automation hub
- General assembly minutes, annual reports, shareholder registers, director changes
- Accounting / legal document automation (NL & FR)
Corporate paperwork, merged from the data that already exists
A meaningful share of what Kroton delivers is structured corporate paperwork: general assembly minutes, annual reports, shareholder registers, director changes. The substance is not writing. It is the disciplined combination of company, shareholder, director and financial data, in the right legal language, in Dutch or French.
That data already lived in AdminPulse and Exact Online. The friction was moving it into the right Word template, in the right language, without errors, across dozens of dossiers a year. Kroton asked for a hub that does the merging for them, with the audit trail their profession requires.
Strategy
Our approach
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The dossier as the unit
We built the admin around the dossier: one accounting case per company, with a status flow from draft to active to completed to archived. Documents are stored, versioned and downloadable later from the same dossier they were generated against, and every action is logged.
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Pulling the data in
A scheduled AdminPulse sync pulls the firm’s managed relations, with shareholders and directors cached locally so document generation does not depend on the external API being reachable in the moment.
Exact Online is integrated over OAuth with automatic token refresh. Dossiers are matched to Exact divisions with normalised-name matching that strips legal-form suffixes, with a matching screen for accepting suggestions or correcting them by hand. Configured general ledger balances are pulled on demand and cached for one hour.
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Document generation
Templates are normal .docx files with ${VARIABLE} placeholders, processed by PhpWord, with output available as Word and as PDF through dompdf. Kroton’s own template editors can adjust the templates without our involvement: the variable list is documented in the admin and new variables can be wired in as the templates evolve.
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Missing data is visible, not silent
When a dossier is not linked to Exact, the document still generates, but the Exact-derived variables resolve to zero values with a visible note in the document modal. The user sees explicitly that those figures were not pulled, so a balance never goes out marked as zero when it should have been retrieved.
The hub merges accounting data into finished, house-style documents.
Template-driven generation
Documents are produced from normal .docx templates with ${VARIABLE} placeholders, so Kroton’s own people can change the templates without a developer.
Exact Online matching
Dossiers are matched to Exact divisions by normalised name, with a screen to accept or correct each suggestion before figures are pulled.
Belgian formatting, two languages
Numbers are formatted the Belgian way throughout, and the document language follows the dossier.
An audit trail by default
Every action is logged, and missing Exact data is surfaced in the document instead of silently going out as zero.
