Bexio: Mappings and customer data

Bexio: Mappings and customer data

A connected Bexio company requires clear mappings for customer data and invoice values. Open Settings → Integrations → Accounting and the connected Bexio card. The sections Map customer data, Mappings and Automatically mapped objects serve different purposes.

Map customer data

1. Open Map customer data.
2. For each Bexio target field, select the appropriate edoobox source field. Configured custom data fields are available in addition to the standard fields.
3. Check first name, last name, street, postcode, city, country and email in particular.
4. Map a house number or address supplement only if the street is also mapped. Otherwise, the setting cannot be saved.
5. Save and check the result using an invoice for a test contact with complete data.

The default mapping includes gender/salutation, first name, last name, street, postcode, city, country, email and telephone number. House number, address supplement and mobile number are initially not mapped separately. By default, the «Company» field is mapped to remarks; check whether this suits the way you maintain your data.

Example: Your street is stored in the standard field and the house number in a custom data field. Map both explicitly. If the full address is already in the street field, avoid duplicating the house number with an additional mapping.

Map accounting values

Open Mappings. The table compares Edoobox service with External service. Depending on the invoice and strategy, the revenue account, item, bank account, invoice currency, invoice language, payment method, tax rate, invoice unit or document user may be relevant.

1. First edit entries marked Manual mapping required.
2. Select the appropriate external value. Identical labels alone are not enough: check the business meaning and validity.
3. For taxes, use Load VAT rates from bexio to load the current choices. This does not yet save a new mapping.
4. Check warnings about tax rates that are not recommended for outgoing invoices.
5. Click Save mappings. Then return to an affected open accounting issue and start the safe reconciliation offered there.

An optional entry may remain unmapped if your process does not need it. A required mapping must match the specific invoice case.

Check automatically mapped objects

With the item strategy, offers, price variants and additional services are created and recognized during transfer. The Automatically mapped objects section shows these stored links. Automatic entries are not rewritten through the manual mapping table.

Use this view to understand which external item belongs to an edoobox service. If a mapping is incorrect for your business case, check the specific document and service before creating new items or invoices.

Example: An invoice is waiting for a tax rate

A new tax rate is used in a booking for the first time. The transfer reports a missing mapping. The accounting team loads the Bexio VAT rates, selects the rate valid for outgoing invoices and saves it. They then open the original issue and use «Safely reconcile again». They check the same invoice rather than creating a second invoice as a replacement.

Next: Set up Bexio · Payment reconciliation and errors

Alternative billing address and required name fields

First name and last name require a mapping. When an alternative billing address is used, refer to the actual invoice recipient: the personal participant fields and their additional mapping do not then automatically overwrite the different billing identity.

Bexio contacts that are already clearly linked are reused. Without a mapping, edoobox checks for a matching existing identity and creates the contact if necessary. A reliable identity requires a name and email, or a name with a complete street address, postcode and city. A similar name alone is not a reliable match. Multiple exact matches require manual clarification. Therefore, check the contact on the specific invoice before creating more contacts. A later change to a person's address does not overwrite an already mapped Bexio contact without control; check it there as well.

Check line items, taxes and long selection lists

An invoice in this integration workflow may contain no more than 150 line items; discount line items also count. If this limit is exceeded, no deliberately incomplete invoice is transferred. Agree on a suitable division of the invoice before creating it again.

A valid external tax mapping is also required for a price with 0 percent tax. For tax rates, check not only the label but also their use for sales and their validity on the invoice date. If an expected Bexio master data value is missing from a long selection list, have the selection limits and existing mapping checked; do not replace it with a similarly named but incorrect value.