Modify and cancel Bexio invoices

An invoice connected to Bexio has an externally managed invoice document. Use the associated edoobox process for changes and then compare the same Bexio document. Do not create a second replacement invoice for a delayed transfer.

Check the initial state

Open the relevant booking and its invoice in edoobox.
Open the linked Bexio document and compare the invoice number, recipient, currency, tax, items, and open amount.
Check actual payments, credit notes, vouchers, or applied credit. The status label alone does not replace this check.
Check the connection and Open Accounting Issues under Settings → Integrations → Accounting → Bexio.
Determine whether an item correction, invoice cancellation, or financial reversal is necessary.

Correct an unpaid invoice

Recorded changes to line items and amounts on a linked invoice that is still unpaid can be transferred as a verified revision. The existing external invoice and its invoice number are retained. The previous version is logged.

Enter the correct change in edoobox using the designated booking/invoice workflow.
Wait for the processing of the change and check open accounting issues.
Open the same Bexio invoice. Compare quantities, prices, discount, tax, and total with the updated edoobox details.
Check the external status. A previously issued invoice may temporarily revert to draft for the verified item change and then be issued again.
Check whether the invoice needs to be sent again. Revising line items does not automatically require another email.

The automatic revision retains the previous invoice recipient. A change of recipient, currency, or tax calculation type is not a regular item correction. Coordinate such changes with accounting.

When manual review is required

The invoice is fully or partially paid, canceled, or has credit notes.
Vouchers or existing credit have been applied as prepayment.
Items or other relevant data have been changed differently in Bexio than in the last synchronized status.
Currency or net/gross tax calculation type no longer match.
A payment is received or the invoice status changes during the correction.

In these cases, the integration does not force an automatic financial adjustment. Open the review notice, compare both systems and agree any credit note, additional charge or refund with your accounting team. Rebooking with an external invoice assignment also requires an explicit review.

Coordinate cancellation of an unpaid invoice

Before the intended invoice cancellation, check that no full or partial payment exists.
Start the cancellation path offered for the linked invoice in edoobox. Do not confuse a booking cancellation with a confirmed invoice cancellation.
Wait for the confirmation of the external status. If the invoice is still a draft in Bexio, it can be issued first before cancellation.
Then check the canceled status in Bexio and the completed local cancellation.

A pending or ongoing cancellation is not yet a confirmed completion. The local cancellation is only completed after corresponding external confirmation. If a payment has been received in the meantime, the safe process is paused for manual clarification.

Handle paid invoices and reversed payments

A paid or partially paid Bexio invoice is not automatically cancelled. Separate Bexio credit notes and refunds are not created merely by making a correction in edoobox. A reversed edoobox payment is not automatically deleted from Bexio either.

Compare payment, currency, date, and provider reference in both systems.
Clarify whether a credit note, refund, rebooking, or controlled payment correction is required.
Carry out the approved correction in the systems responsible for it.
Document the external document number and payment reference on the associated process.
Recheck the outstanding amount.

A cancellation fee is a normal fee line item. Cancelling an invoice closes an existing document. A credit note is a separate correction document. These processes must not be used as substitutes for one another.

Safely process unclear results

After a timeout, Bexio may already have accepted the change. Open the original issue and check the existing document. Use Safely reconcile again only if the action is offered. If it is unavailable for External review required, clarify the document’s current state before writing or sending again.

Example: An unpaid course invoice contains an incorrect material amount

The administration checks that the linked Bexio invoice does not yet contain any payment or prepayment. It corrects the item in the intended edoobox process and waits for the revision. It then compares the same external invoice number and the new total. If a partial payment already exists, it coordinates the correction with accounting first.