Lexoffice is a programme for automatic bookkeeping and payroll accounting, especially for small and medium-sized enterprises. The business software operates in the cloud and has a so-called API interface. This is precisely why lexoffice is optimally suited for fully comprehensive, cost-effective automation. This means that lexoffice can be connected to other applications used that work with the same data. The goal? Lean and efficient processes and always up-to-date and correct data.
However, the software itself poses some hurdles, which we have overcome with the help of Make. This means that lexoffice automatisieren can now be completely mapped and makes your bookkeeping and payroll accounting much easier.
This way, your bookkeeping runs completely automatically and you have more time for everything else.
Apart from Lexoffice, you certainly use other software and tools. If you automate Lexoffice, you reduce the effort of data maintenance and manual processes to a minimum. This saves you valuable working time for recurring, time-consuming tasks. This allows you to focus more on your core business, increase your productivity and minimise sources of error. Bookkeeping in particular is an entrepreneurial duty that is rarely fun. Let automation take care of this tedious work for you and free up capacity for the really important tasks.
With the help of Lexoffice's API interface, it is possible to transfer data from software to software according to defined procedures. This makes it easy to exchange data between your different applications. Applications such as Google Drive, Dropbox, Gmail, OneDrive and many more are supported. But as nice as that sounds, the automation of lexoffice is not quite as satisfactory at the moment.
Lexoffice itself provides an API (interface) that allows us to automate numerous applications:
Invoicing By linking to other project management tools, your webshop or sales system, automating your invoices is no longer a problem. You can create, close or even correct invoices.
Quotation preparation The duration of your quotation preparation can be reduced many times over if you connect your CRM system to lexoffice and thus automate order confirmation, invoicing or even the payment status of your customers. The reading, creation and completion of offers is included.
Synchronisation of contacts Duplicate contact maintenance is time-consuming and now also superfluous: By networking with your industry software, you only have to maintain your address data in one tool. This also avoids errors in duplicate contact maintenance and increases your productivity.
Document creation The creation of your legally compliant documents is also possible automatically through the linking of lexoffice with applications, such as your project management software.
Lexoffice itself advertises automation using Zapier on its website. Simply put, Zapier is a tool for linking and integrating web applications. This enables the automation of numerous web tools and ensures the fully automatic running of cross-software processes without human intervention.
The problem: If you want to automate lexoffice and use the functions listed above, the automation via Zapier does not include the file upload. This means that you first have to manually upload invoices or files, for example from email attachments, Google Drive or Dropbox, so that lexoffice and Zapier can process them in the next step.
In our eyes, uploading files manually does not correspond to the basic idea of automation.
In all our automation projects, we strive for a long-term satisfactory solution for your internal process flows. The file upload step can also be easily automated by simply including the required file in the integration process.
That is why we have fully mapped and standardised the automation of lexoffice with the help of Make. This makes it possible to integrate your files into the process chain. Make pulls the relevant files from Google Drive, email attachments, Dropbox and many other software independently and then initiates the further automation process.
E-mail attachments: Important accounting documents, such as invoices, are sent by e-mail as attachments. Automate lexoffice and have these attachments sent to lexoffice and uploaded to your account all by themselves.
Upload documents: Via the connection to Dropbox or GoogleDrive, you can easily upload your documents to lexoffice and use them as new receipts.
Transfer files from OneDrive: Link selected folders of your OneDrive and have new files always appear automatically in your Lexoffice account.
Manage contacts: It is possible to manage your contacts via the Lexoffice API interface. Addresses, phone numbers or email addresses can be bundled in a contact collection and automatically created, retrieved or updated. This means that data only needs to be maintained in one place, for example your CRM, and all other applications are synchronised directly.
Create credit notes: Different types of credit notes, such as net, gross or tax-free, can be created automatically with or without reference to an invoice. Both the partial and the total amount of an invoice are thus refunded to your customers.
Changes to data in lexoffice: Via a so-called event subscription, it is possible for you to receive notifications about changes to your resources, for example when a contact changes in lexoffice. This makes manual data retrieval superfluous and you always have all the necessary information available promptly. Best of all, these changes are automatically passed on to all linked programmes.
Automating Lexoffice is completely customisable, whether fully comprehensive, partially standardised or just for you. This saves you work, time and effort and leaves you more freedom for everything you prefer to do other than bookkeeping.
Do you also want to take the next step to make your company fit for the future? Set out to lead your company successfully into the future and make an appointment for automation and IT consulting today. We are happy to support you in the analysis and subsequent automation of business processes, explain possibilities and individually address the company processes.
Cloud Integration, iPaaS, SaaS, BPA… Ough, hard to keep track of all these terms. They are currently used frequently (and increasingly) in the context of automation, and it is sometimes difficult to make a clear distinction and distinction. We have already written blog posts on the terms iPaaS, SaaS and BPA, but we’ll take them up again here to make the difference.
But let’s start with cloud integration, because that’s the central umbrella term in which we embed all the other technologies in this blog post.
Arrange a free cloud integration consultation now
Arrange a free cloud integration consultation now
To illustrate these advantages, an example is suitable that we know well from our everyday work as an automation agency:
The central data to be used here is the data of a major customer. This can be the simplest information, such as the address. This address is required in numerous but completely different processes in the company: on the one hand, for correct invoicing in accounting. On the other hand, in the CRM system, where all the data of the large customer is also stored. But the address is also important in sales, for example, when employees go to the sales meeting on site.
Now the customer announces that the address of the company has changed after a move. This information will reach you by e-mail. There are now two options:
01. The e-mail is forwarded to all affected departments, accounting, sales, customer service, marketing… All persons open their corresponding program, CRM, accounting software, marketing tools (such as newsletter marketing) and change the data already stored there of the customer. This means that in multiple applications, different people do exactly the same thing: change one address.
02. But there is also an alternative: By connecting your applications, thus by integrizing them, the customer’s e-mail, or rather the information it contains about the address change, is automatically passed on to all affected applications: CRM, accounting, marketing, ERP. This does not require any clicks, because the cloud integration detects a trigger, i.e. address change, and thus automatically starts the process.
What sounds unimpressive in a single process becomes more effective when such a process occurs several times a day or weekly. Because there is a lot of data that is available in different applications and should always be correct. If these applications are cloud applications they are suitable for cloud integration.
But cloud integration doesn’t just happen. There are now a variety of applications that enable and implement this. Such tools usually allow us to link the relevant cloud applications on a central platform and define clear rules on when, how, where, how much data should be passed on and what happens to them.
To realize cloud integration, there are various applications and technologies that are sometimes used interchangeably.
We have made a first distinction between iPaaS and BPA here.
We explain the term SaaS in more detail here.
Cloud integration is rather an umbrella term that includes numerous technologies, such as SaaS, iPaaS and BPA, and this is also absolutely necessary. Cloud integration is a concept that is made possible by appropriate technologies.
However, all terms share the commonality that they are cloud-based and thus offer enormous potential for growth and scaling. In addition, they are often cheaper to implement and maintain because changed requirements are easy to implement.
As an independent automation agency, we implement cloud integration according to your requirements. We use a variety of SaaS tools and iPaas (strictly speaking BPA) software. Together we find individual solutions that are flexible and scalable.