Your data is our primary concern. We have 2 data centers in Switzerland at independent locations and make several backups daily in both data centers. In this way we can guarantee that your data will still be available should bexio unexpectedly crash.
In this article you will learn how you can also back up your data locally.
Overview
Would you like to back up all your data from the inbox?
Contact our support team via the contact form. We will be happy to offer you a service and export the data for you and make it available to you.
Contacts
Export selected contacts
1. Select the desired contacts by clicking the checkbox located on the left side.
2. Select the “Export to Excel” action at the top right.
Export filtered contacts
If you only want to export filtered contacts, set a filter in the first line.
Then select the contacts and click on the excel file button at the top right.
Export notes (from contacts)
Notes saved at the contact level can be exported by clicking the “Export current list” arrow icon.
Note: An overview of all notes can be found under the following link: All notes
Export files (from contacts)
Files stored at the contact level can be downloaded individually.
Click on the icon with three dots and select “Download”
Sales
Export sales documents as PDF (recommended)
Sales documents, such as: offers, orders, invoices, credit notes.
1. Select the desired documents by clicking the checkbox located on the right side.
2. Select the “Multi-PDF (with letterhead)”/“Multi-PDF (with letterhead)” action at the bottom right. Confirm this by clicking “GO” to start the download.
Export sales documents as Excel list
Sales documents, such as: offers, orders, invoices, credit notes.
Sales documents can also be downloaded as Excel lists by clicking on the arrow symbol “Export current list”.
Deliveries
Delivery notes can be exported in the same way as the other sales documents. These can be found under the path: “Sales > Other > Show deliveries.”
Analysis
In addition, a detailed analysis of your sales data is available and can be exported. More information on this topic can be found in the following article: Sales analysis
Projects and times
Projects and times can be downloaded as an Excel list by clicking on the arrow symbol “Export current list”.
Products
Export selected products
1. Select the desired products by clicking the checkbox located on the right side.
2. Select the “Export to Excel” action at the bottom right. Confirm this by clicking “GO” to start the download.
Export all products or filtered products
Click on the arrow symbol at the bottom left to export the entire product list.
Alternatively, you can click on the icon with three dots at the top right and then click on “Export all products”. The same Excel list is exported.
If you only want to export filtered products, first set a filter at the top right.
Then carry out the function as mentioned above (“Export current list”).
Export incoming/outgoing products
Incoming & outgoing stock can be downloaded as an Excel list by clicking on the arrow symbol “Export current list”.
Export product inventory
Product inventory can be downloaded as an Excel list by clicking on the arrow symbol “Export current list”.
Purchasing
Export orders as PDF (recommended)
1. Select the desired orders by clicking the checkbox located on the right side.
2. Select the “Multi-PDF (with letterhead)”/“Multi-PDF (with letterhead)” action at the bottom right. Confirm this by clicking “GO” to start the download.
Export orders as Excel list
Orders can also be downloaded as an Excel list by clicking on the arrow symbol “Export current list”.
Bills
Bills can also be downloaded as an Excel list by clicking on the arrow symbol “Export current list”.
Expenses
Expenses can be downloaded as an Excel list by clicking on the arrow symbol “Export current list”.
Accounting
VAT form
Under “Accounting > VAT > VAT form”.
At the bottom, click on “Print VAT form”. If you want to save this form locally on your computer, select “Save as PDF” as the destination under the printer options of your web browser.
VAT Journal
Under “Accounting > VAT > VAT Journal”.
First select the desired “tax period” in the top right corner.
Note: You can also select the entire financial year from the list.
Export selected numbers: At the bottom, click on “Download numbers XY as Excel file”.
Export all numbers: At the bottom, click on “Download all numbers as Excel file”.
Journal
Under “Accounting > Reports > Journal”
Set the desired filter by clicking on the “three dashes” symbol in the top right corner. We recommend that you export each financial year individually. Then click on the “Excel” icon.
Account ledgers
Under “Accounting > Reports > Account ledgers”
Set the desired filters. Please note that there are also “advanced filters”.
Then click on either the “PDF” icon or the “Excel” icon. In the popup, select your desired document settings and then click “Download”.
Balance sheet & income statement
Under “Accounting > Reports > Balance Sheet / Income Statement”
Set the desired filter by clicking on the “three dashes” symbol in the top right corner. Then click on the “PDF” icon or the “Excel” icon.
Apps
Tasks
Under “Apps > Tasks”
Click on the arrow symbol at the bottom left to export the entire task list.
If you only want to export filtered tasks, first set a filter at the top right.
Then carry out the function as mentioned above (“Export current list”).
Inbox & all attachments
Under “Apps > Inbox”
To save files individually to your computer, click on “three-dot menu” and then on “Download”.
Note: Files that are already in use (attachment in a bexio document) will be archived.
To search for them, set the filter "Archived only". Here you will see all scans that are in the archive.
We generally recommend that the receipts be kept outside bexio. The document upload is designed to make postings within bexio easier to understand and simplify the work of the Accountant.
Wages
Please refer to the following article for information on how to save documents from payroll accounting: Payroll: Overview of documents