Lexware Office Export
Overview
Booksmate exports your supplier invoices and receipts to Lexware Office (formerly lexoffice) as purchase vouchers, with the original PDF attached automatically. Vendor, date, amount, VAT, and the posting category are mapped across so vouchers arrive ready to review. This is part of Booksmate's export options.
Requirements
- A Lexware Office account with API access.
- Your Lexware Office API key (Add-ons → Public API).
Set up Lexware Office
- In Lexware Office, open Add-ons → Public API and copy your API key. See the Lexware public API page if you cannot find it.
- Open Exports in the Booksmate desktop app.
- On the Lexware Office card, click Connect Lexware Office (or Settings if already connected).
- Paste your API key. Click Test connection to confirm it works.
- Choose a default posting category and map your expense types to Lexware posting categories.
- Choose a fallback VAT rate — used when Booksmate cannot detect a reliable rate (German 0%, 7%, or 19%).
- Choose an export start date: All documents, or Only documents dated on or after a specific date.
- Choose which document types to export (none selected means all; Other is never exported).
- Optionally tick Create vouchers as unchecked, then click Save.
Tip: Saving your API key connects Lexware Office and starts exporting automatically. Use Pause / Resume on the card to control it.
How it works
- Each supplier invoice becomes a purchase voucher (Eingangsrechnung) with the PDF attached. Credit notes become purchase credit notes (Gutschrift); outgoing invoices and outgoing credit notes are exported as sales invoices and sales credit notes (with Lexware Office handling the tax).
- Metadata is mapped across: vendor name → contact, invoice date → voucher date, gross amount → voucher total, detected VAT → voucher item VAT rate, and the expense type → the Lexware posting category.
- If Booksmate cannot derive a supported VAT rate, the configured fallback VAT rate is used (German 0%, 7%, 19%).
- With Create vouchers as unchecked on, vouchers wait in Lexware's review queue; off, they are posted as open vouchers.
- Foreign-currency invoices are converted to EUR at the invoice-date rate before export.
- Reverse-charge (§13b) invoices for services from foreign suppliers are posted as reverse charge (0% at the line, self-assessed in your VAT return); goods, travel, accommodation and other cases that need a tax decision are held for review rather than posted silently.
Exporting documents
Bulk export
Click Export now on the Exports page to sync all unsynced invoices. Progress is shown as it runs.
Individual export
Open any document to see its export status and manually run or re-run an export. Documents already exported are skipped, so nothing is posted twice.
Managing the connection
- When connected, the Lexware Office card shows how many documents it has exported (or Paused).
- Use Pause / Resume on the card to control automatic exports.
Troubleshooting
- Invalid API key — re-copy the key from Lexware Office and use Test connection.
- Invoices not appearing — check the destination is enabled and that documents are after your start date. See Review issues on the Exports page for skipped and failed items.
- Documents held for review — reverse-charge on goods/travel, unusual VAT rates, and other cases needing a tax decision are held; set the correct posting category and re-run.
- File too large — Lexware Office accepts voucher files up to 5 MB; larger PDFs are skipped and listed under Review issues.
Security
- Your API key is encrypted and stored only on your Booksmate account.
- Invoices are sent directly to Lexware's API with no intermediary.
- All connections use HTTPS/TLS.
