FAQs about bexio

Kontera is the central tool for importing and posting documents from bexio. Accounts payable cannot be recorded as expenses in bexio. Documents from the bexio inbox are imported into Kontera and only moved to the archive after posting. Kontera requires specific permissions for data synchronization, including for contacts, bank payments, financial data, and offline access. The connection can be manually updated in case of synchronization errors. The bexio user requires permissions for purchasing, banking, document upload, and accounting.

Sep 10, 2026
Knowledge

Title

FAQs about bexio

Answer

This article was machine translated from the German original, which you can find here: FAQ's zu bexio.

Kontera serves as the central interface for the efficient import and account assignment of your bexio documents, with accounts payable consistently recorded via the tool and not as direct expenses. For a smooth process, documents from the bexio inbox are only moved to the archive after successful posting in Kontera. For the data exchange to work, both the required system permissions for financial data must be granted and the corresponding user rights in bexio must be correctly configured.

Create expense in bexio

It is currently not possible to record accounts payable in bexio as expenses via Kontera.

Import documents from bexio inbox

Using the bexio inbox, you can import your documents directly from bexio into Kontera.

You can see at a glance when the document was uploaded to bexio, whether it is already in use in bexio, as well as a preview and the name of the file.

Simply select the corresponding documents and you can import them into Kontera.

Your documents remain visible in the bexio inbox in bexio itself as long as you have not yet synchronized the document via Kontera. After that, we move the document to the "Archive" in bexio.

Documents do not disappear from bexio inbox

The files in the bexio inbox are only moved to the archive once the corresponding documents have been assigned accounts in Kontera and subsequently posted. Before that, we leave the documents untouched in bexio in case you still need the document in bexio.

Permissions of the bexio connection

Kontera only requests as many permissions as are absolutely necessary for it to function. Here are the most important ones in detail:

Retrieve & edit contacts: We synchronize all your contacts to Kontera so that you can select them as suppliers when assigning accounts to a document. Without the contact information, we cannot create accounts payable invoices.
Retrieve & edit bank payments: Kontera reads ESR and QR bills and automatically suggests this information for the payment. We need these rights so that we can save a bank payment in bexio (which you can then synchronize from bexio to your bank).
Retrieve financial data: This permission gives us access to the base data of your accounting: this allows us to retrieve the chart of accounts & VAT data. We then use this for account assignment. This permission also gives us the ability to make manual entries. We use this, for example, for an accounts payable credit note. To be completely transparent: this permission also allows access to the journal and would therefore fundamentally allow us to view your accounting. However, we do not retrieve this. Unfortunately, the bexio API does not allow any other way to retrieve base data other than requesting this permission (which is quite powerful).
Access offline as well: This permission allows you to only connect Kontera to bexio once, and we do not have to request your login details again every time an accounts payable invoice is created. This is purely intended to provide a simpler user experience.

Permissions of the bexio user

Your user account in bexio requires the following permissions in user management:

Expenses - Accounts Payable Invoices

Banking

Document upload

Accounting

bexioGo app

In Kontera, documents stored in the bexio inbox can be imported. This means you can easily continue to use the bexioGo app to scan documents. Here is how it works:

Scan the document as usual with the bexioGo app & upload it to bexio
In Kontera, click on "Select documents from bexio inbox"
Select the previously scanned document - it will be imported and can be processed as usual

Error - The document number for manual entries cannot be incremented by bexio

If you receive this message when exporting entries that are exported to bexio as manual entries, you can fix it as follows:

Open the corresponding organization in bexio
Navigate to "Accounting" → "Manual entry"

Now create a new manual entry with a numeric document number:

Then press "Post" in bexio. You must save the entry in bexio, otherwise it has no effect.

Now export your entries via Kontera again. bexio will then select the sequential number of the one you just assigned as the document number (100 → 101).

You can now delete the previously created entry.

Adjust internal contact

To manage your connection with bexio, go to "Settings" → "Connections with third-party systems".

By default, Kontera uses the connection to bexio stored during the initial setup.

Documents exported to bexio receive the "internal contact" that also established the connection between Kontera and bexio.

For example: The connection to bexio was originally established via the bexio user "arthur.dent@kontera.ch":

When accounts payable invoices are exported, this also appears in bexio as the associated internal contact:

However, Kontera allows you to establish an additional and personalized connection to bexio:

To do this, click on "Set up connection" and connect the same bexio account again. Pay attention to which user you are logged into in bexio itself!

After successfully establishing the connection, both are visible in Kontera.

You will now see:

Which connection is being used ("In use")
Which connection is used as the default if no personalized version is available. This corresponds to the previous behavior.

Synchronization settings

In the Settings → Accounting system area, additional settings can be made for accounts payable invoices in bexio. The following is possible:

Accounts payable invoice: Title

Depending on the selected option, the following is filled into the "Title" field of the accounts payable invoice:

Option Kontera Standard
Additional posting text (if present), billing period (if present)
Option Only additional posting text
Only additional posting text (if present)

Accounts payable invoice: Nr.

Depending on the selected option, the following is filled into the "Nr" field of the accounts payable invoice:

Option bexio Standard
The number of the accounts payable invoice is set by bexio itself
Option Invoice number
The number of the accounts payable invoice is set to the invoice number / document number. This can result in an accounts payable invoice not being able to be saved if the number is already assigned (because, for example, an invoice number can be assigned by multiple suppliers)

Reconnect to bexio

If you receive unusual errors during synchronization or the bexio inbox no longer loads, you can check your connection with bexio yourself.

Go to "Settings" → "Accounting system".

If you see the following message, please reconnect to bexio:

URL Name

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