Set up Bexio integration
With the native Bexio integration, you transfer customer data and invoices to your accounting. Payments can be reconciled in both directions. The connection is set up in edoobox; a custom Zap or API key for Zapier is not required for this.
Preparation and plugin activation
- Clarify with accounting which Bexio company is used, who issues invoices, and who sends them.
- Open edoobox Settings → Plugin Manager and the Bexio plugin. Check availability, prerequisites, and displayed terms, and activate it or an offered trial period.
- Open Settings → Integrations → Accounting. If the tab is missing, check availability in the account. If the plugin detail view is displayed there, the configuration has not yet been unlocked.
To log in to the provider, you need access to the intended Bexio company and the permissions requested by the connection. Assign internal responsibility for the connection so that it can be maintained when staff change.
Connect Bexio
- Select the Bexio card under Available Accounting Systems and Connect.
- Log in on the opened provider page and confirm the authorization for the intended company.
- Wait for the redirect to edoobox. Open the connection and check the Connected status, the Connected Company, and the displayed permissions.
- Continue with settings and assignments. The connection status alone does not confirm a complete invoice configuration.
In case of a connection error, use the offered Refresh Connection function. First check whether you are logged in to the correct Bexio account.
Define invoice creation and sending
Open the Bexio settings and select the desired Invoice Creation:
| Mode | Result |
|---|---|
| Create as draft | The invoice is transferred for review and has not yet been issued. |
| Issue automatically | After successful verification, the invoice is issued. |
| Issue and send automatically | Accounting issues the invoice and sends it. |
For the mode with sending, Subject and Message are required. The message must contain the Bexio placeholder [Network Link], for example: «Your invoice can be found here: [Network Link]». Bexio replaces it with the invoice link when sending.
This placeholder belongs to the Bexio sending message. The edoobox placeholders with ##…## are still used in the edoobox templates.
Invoice items and automatic invoice
Under Invoice items, choose between Custom invoice items and Use accounting system items. Custom items use the recorded edoobox invoice details. With the accounting item strategy, offers, price variants, and additional services are automatically created and mapped in Bexio during invoice transfer.
Activate Automatic Invoice after Booking only if new bookings should automatically generate an invoice in the connected accounting system. Save the settings and then complete the Customer and Accounting Assignments.
Check a first invoice
- Start with a clearly labeled test offer and a booking with a complete billing address, currency, and tax details.
- Select Create as Draft, activate Automatic Invoice after Booking, and then create a new controlled test booking. Keep automatic issuing, sending, and payment reconciliation disabled for this first case.
- Compare contact, items, quantity, discounts, tax, currency, and total amount in both systems.
- Check the external invoice assignment in the booking or invoice detail and the open accounting issues.
- Subsequently, test the intended payment method and, if selected, sending with a controlled recipient.
For an externally managed invoice, local document and sending actions in edoobox are available only within its respective area of responsibility. Make corrections through the designated accounting process. The integration does not promise fully automatic credit note or cancellation processing; these cases require review by the responsible specialists.
Example: Approve invoices before sending
An academy wants to check every invoice first. It selects «Create as Draft», activates the automatic invoice after booking, and assigns customer fields and tax rates. After a test booking, accounting checks the Bexio draft. Only when contact and items are correct does it issue it according to its approval process.
Next: Assignments and Customer Data · Synchronization and Errors · Invoices in edoobox
The authoritative invoice document and existing invoices
After transfer, Bexio manages the external invoice document with its own invoice number and status. edoobox remains the source for the booking, price calculation, and recorded invoice details. For an externally managed invoice, edoobox does not create, send, or update a second local invoice PDF in parallel.
The connection alone does not transfer an invoice. Automatic invoice creation is intended for new eligible bookings; a manual single or bulk export of any older invoices is not offered by this. Bexio is also not an additional payment method in checkout: Credit card payments continue to be processed by the configured payment provider.
For later price changes and a coordinated invoice cancellation, use Change and Cancel Bexio Invoices.