Lexware Office Addon

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The Lexware Office addon sends your invoices to Lexware Office as invoices, as drafts or finalized, and brings the Lexware number and the official PDF back into WISECP. Your accounting receives every invoice without manual entry.

Opening the Screen

Go to Tools → Addons → Lexware Office → Settings: {admin}/tools/addons/settings?module=LexwareOffice

The addon can be enabled only while invoice taxation is switched on in the general settings. You also need a Lexware Office XL plan. The API key is created on the Public API page of your Lexware Office account. Lexware Office accepts EUR only.

What the Addon Does

PlaceWhat you seeWhat happens
Settings screenConnection, sending and document fields.Decides which invoices go to Lexware Office and how they are created there.
Invoice detailA Lexware Office band with the status, the Lexware number and the PDF state.Sends one invoice, retries it or checks its status in Lexware Office.
Invoice statusAn invoice already sent that is set to Refunded or Cancelled.The band shows Cancel in Lexware Office and a notification reminds you to void it there.
AutomationThe Invoice send sweep and PDF tasks.The sweep runs every minute and queues new invoices. The PDF task reads the status and attaches the official PDF.
Client areaA PDF download on the invoice page.The client downloads the official PDF once the invoice is finalized and the PDF has arrived.

Which invoices are sent

Send Invoices decides the moment: When issued sends every invoice as soon as it exists, paid or not. When paid sends only paid invoices. Only invoices issued (or paid) on or after the Start Date are sent automatically. The sweep skips non-EUR invoices, cancelled or refunded invoices, and invoices paid with a method listed under Ignore Payment Methods.

Draft or finalized

With Draft Mode on, the invoice is created as a draft in Lexware Office. A draft has no number and no PDF, and you finalize it in the Lexware Office panel. The band shows Draft in Lexware Office until you click Check Status. With Draft Mode off, the invoice is finalized on creation and the number and PDF arrive on their own.

What is refused

An invoice line with a VAT rate other than 0, 7 or 19 percent is refused. So is a customer without an e-mail address whose billing address is incomplete. The band shows Failed with the reason, and a notification asks you to fix the data and retry.

Fields

StatusEnables the addon. Saving with it checked runs a connection test; the addon stays off when the test fails.
Access ControlAdministrator groups allowed to manage the addon.
API KeyRequired. The Bearer token from the Public API page of Lexware Office. Stored encrypted; leave the asterisks in place to keep the saved value.
Draft ModeOn by default. Invoices are created as drafts and finalized in Lexware Office by you.
Send InvoicesWhen issued (default) or When paid.
Start DateSet to today on first activation. Pick an earlier date to include older invoices. Sending by hand from the invoice detail ignores it.
Default Tax TypeNet or Gross, defaults to Net. Decides whether line prices are sent without or with VAT.
Tax Exemption NoteOptional. Printed on invoices without any VAT, such as the reverse-charge reference.
Line UnitThe unit printed on every line. Defaults to Stück.
Payment Term TextOptional. {days} is replaced with the days between the invoice date and the due date. Empty keeps your Lexware Office default.
Introduction TextOptional. Printed above the lines; {invoice_number} and {invoice_id} are replaced.
Print Layout IDOptional. The Lexware Office print layout for the PDF; empty uses your default layout.
Ignore Payment MethodsOptional. Invoices paid with the selected methods are never sent.

Tasks

Connecting to Lexware Office

  1. Paste the API key into API Key.
  2. Click Test Connection at the top of the screen and wait for the success message.
  3. Check Status and click Save Changes. The Lexware Office band now appears on every invoice detail.

Sending or retrying one invoice

  1. Open the invoice detail and find the Lexware Office band in the summary card.
  2. Click Send to Lexware Office, or Retry after a failure. The band shows Processing while the queue works.
  3. Reload after a moment. The band shows Draft in Lexware Office, or the Lexware number with PDF Pending and then PDF Ready.

Finalizing a draft

  1. Finalize the invoice in the Lexware Office panel.
  2. On the invoice detail, click Check Status. The Lexware number and the official PDF arrive within a minute and the invoice is marked as official.

Refunding or cancelling a sent invoice

  1. Change the invoice status to Refunded or Cancelled as usual.
  2. The band shows Cancel in Lexware Office and the notification bell carries the Lexware number. Void the invoice, or delete the draft, in the Lexware Office panel.

Things to Watch

The API cannot finalize or void

Lexware Office lets the addon create invoices only. Finalizing a draft and voiding an invoice are done in the Lexware Office panel; WISECP picks the result up with Check Status.

A finalized invoice takes a number

With Draft Mode off, every sent invoice takes a sequential number and cannot be deleted. Start with Draft Mode on and switch it off once the drafts look right.

Customers are matched by e-mail

The addon matches the customer by e-mail and creates the contact when none exists. A customer without an e-mail address is billed with a one-time address, which must be complete.

Failures reach the notification bell

A refused or repeatedly failed send raises a notification with Retry and View Invoice. The invoice detail shows the stage and the message returned by Lexware Office.

Privileges

Tools AddonsRequired to open and save the settings.
Invoice OperationsRequired for Send, Retry and Check Status on the invoice detail.
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