Bexio: Reconcile payments and fix errors

Check a Bexio connection under Settings → Integrations → Accounting. The connection status, individual transfer issues, and the history of synchronization runs answer different questions.

Configure payment directions

In the connection settings, you can enable two directions separately:

Transfer payments from edoobox to accounting: Successful online payments and manually recorded payments are assigned to the external invoice.
Import incoming payments from accounting: New incoming payments are regularly imported into edoobox.

Save your selection. Agree within your team where payments will be recorded. A payment receipt already imported by synchronization must not also be entered as a new manual payment.

Incoming reconciliation runs periodically. A switch shown as active therefore does not mean that every new payment receipt must already be visible. Payment webhooks and automatic processing of all credit notes are not among the guaranteed Bexio features.

Check synchronization status

Open Synchronization status and check the last synchronization.
For each run, check the direction, start, end and result.
Use Synchronize now to initiate a controlled payment reconciliation. At least one payment direction must be enabled.
Wait for the run to finish, then check the invoice or payment status in both systems.

«In progress» does not mean completed. «Partially successful» requires you to review the affected cases. For «Failed», check the connection and open issues.

Resolve open accounting issues

Open the section containing Open accounting issues.
Read the type, resource reference, error and external invoice reference. Where available, open the edoobox document and the Bexio invoice.
For Manual mapping required, go to Mappings, complete the missing values and save.
For External review required, check the case in Bexio. Automatic retries are blocked in this state.
Use Safely reconcile again only when this function is offered for the case and the cause has been resolved.

An interrupted request may already have created an invoice or payment in the external system. Check existing references first. Creating a new invoice or an additional payment does not resolve an uncertain transfer status.

Renew or disconnect the connection

If a connection error occurs, check the company shown and the last error, and use the available option to renew the connection. After returning to edoobox, check the status and permissions again.

Use Disconnect to end the connection. Invoices already created in Bexio remain there. edoobox may prevent disconnection while invoices or payments still require reconciliation or external review. Complete these cases and then try again.

Example: Import a bank payment from Bexio

A customer pays a Bexio invoice by bank transfer. The provider has enabled incoming payment reconciliation. After the next successful run, the administration checks the payment on the associated edoobox booking and does not enter it again. If the run is partially successful, they open the issue and resolve the missing mapping before retrying.

Next: Setup · Mappings · Payments and invoices

Draft invoices and changed payments

A payment may already exist in edoobox while the Bexio invoice is still a Draft. External mapping then waits for the invoice to be issued. Check and issue the invoice in Bexio, then start the payment reconciliation offered. Do not enter the amount a second time.

Only invoices clearly mapped through this connection are reconciled. A manually created Bexio invoice with a similar name or the same amount is not mapped automatically. Vouchers and credit applied may be processed as a required advance payment independently of general outgoing payment reconciliation.

Deleting a known Bexio payment does not automatically delete the imported payment in edoobox. A confirmed discrepancy requires review. Refunds and reversed payments also require deliberate reconciliation. Change and cancel invoices explains the steps and cancellation limits.