In this article, we answer frequently asked questions about bexio Pay. For more information on setting bexio Pay up, please refer to our helpcenter article "
bexio Pay - Simply pay & book".
Content
In which currency are card transactions posted in bexio?
Transactions with bexio Pay cards are always settled in CHF and posted in bexio. With this method, no foreign currency accounts are automatically opened, and all card transactions are debited in a single currency (CHF), making all payments visible in only one currency/on one account – for easier accounting.
I assigned the wrong category or VAT rate to a transaction. How can I correct this?
If you wish to adjust the category and/or VAT rate after the booking has been created in bexio, this can only be corrected in bexio. You can make the adjustment directly in the corresponding manual booking in bexio. The link to the associated manual booking can be found directly in the transaction in amnis. Click on the respective transaction, and in the "Sync Details" section, you will find the links that will take you directly to the corresponding bookings in bexio.
What should I do if I accidentally uploaded a wrong receipt to amnis?
If you have accidentally uploaded a wrong receipt to amnis, you can simply re-upload the correct associated receipt to amnis. Receipts uploaded to amnis are always transferred to bexio even after the booking has been created, ensuring that the receipts are up-to-date.
How can I automate the categorization of card transactions in amnis (Auto-Accounting)?
To further simplify the handling of transactions, you can save the appropriate category and, if relevant, the VAT rate per merchant. This means that for future charges from this merchant, you no longer have to perform the categorization yourself. The information is thus automatically assigned, and all categorization bookings in bexio are created automatically.
There are two ways to set up Auto-Accounting:
- Merchant Tab: Navigate to the "Merchants" tab in the "Debit Cards" section. Select a merchant to access their detailed view. Under "Edit", you can assign a category and a VAT rate.
- Transaction Details: In the expense details of your card transactions (where receipts are uploaded), fill in the category and VAT as usual. To ensure that these details are transferred to future transactions, check the box at the bottom to save your settings for the respective merchant.
Note: The saved settings will only be applied to future transactions from the corresponding merchant.
Important: Auto-Accounting only works for card transactions with a single VAT rate. If a card transaction contains different VAT rates, categorization must always be done manually.
How can I tell if the synchronization to bexio was successful?
If the synchronization of a transaction to bexio was not successful, this will be indicated in the transaction in amnis. On the transaction list in amnis, there is a "Sync Problem" column which shows if the synchronization of a transaction was faulty. In the detailed view of the transaction, you can find more information about the reason for the error in the "Sync Details" section. You can also filter the transaction list for transactions with sync problems.
Transactions that could not be successfully synchronized must be manually posted in bexio.
How can I reconcile the amnis bank account and the transfer account in bexio?
To reconcile your amnis bank account and the transfer account in bexio, you need the corresponding statements from amnis:
- In amnis, navigate to the "Statements" tab in the "Tools" section. For "Account Statements", select the CHF account and the desired month. Then click "Download". You can use this account statement to reconcile the transfer account and the amnis bank account.
- Alternatively, you can download the "Balance Overview" statement in amnis for a specific cut-off date. However, this statement is only suitable for reconciling the amnis bank account in bexio.
- Now you can reconcile the closing balance of the bank account in bexio with the account statement from amnis.
- To reconcile the transfer account in bexio, use the amnis account statement for the desired period. The transfer account should be balanced for the selected period, i.e., closing balance = 0.
Note: Please note that reconciliation of the transfer account only makes sense if categories have been assigned to all transactions in amnis.
Tip:
- Ensure that card transactions in your organization are categorized in amnis as soon as possible after card use. More information can be found here.
- Perform reconciliation monthly, especially with frequent card use. Regular reconciliation can help avoid discrepancies at year-end, which are often associated with time-consuming error searching.
Where do I need to transfer money to use my bexio Pay Debit Card?
Your amnis debit card is directly linked to your amnis account. As soon as funds are available in your account, you can use your card. Simply transfer money to your regular amnis account. Please note that the amnis debit card is not a prepaid card and is directly linked to the balance in your amnis account.
Further information can be found in this article.
I have imported a CAMT file with all account movements and do not want to double-post the card transactions. What can I do?
Card transactions are posted automatically. If you import all account movements with a CAMT file and then post them via bank reconciliation in banking, this can lead to double bookings for card transactions and thus errors in accounting. To avoid this, you should ignore the imported card transactions.
To avoid doing this individually, you can navigate to your amnis account in Banking and click on "Show bank transactions". Then, in the search field, you can search for "Debit Card", select all found transactions, choose "Ignore transactions" from the dropdown at the bottom, and execute the action with "GO". This will mark all card transactions as "ignored" and they will no longer appear in the bank reconciliation.
All other account movements from your amnis account can be processed as usual.
Can I use bexio pay with Apple Pay or Google Pay?
Yes, that is possible.
- Here you can find instructions on how to add your card to Apple Wallet.
- Here you can find instructions on how to add your card to Google Wallet.
Is a foreign exchange rate applied at the time of payment or only when transferred to bexio?
The foreign exchange rate is determined by amnis at the time of the transaction, and the amount paid is directly converted to CHF. Only the converted CHF amount, which is also visible in amnis, is then synchronized to bexio.
Are conversion fees/fees for payments in foreign currencies charged?
No separate fee is charged for payments in foreign currencies.
The conversion is made at the exchange rate applied by amnis. This may include an exchange rate margin according to the price overview.
In which bexio packages is bexio Pay integrated?
With the Ultimate subscription, you can benefit from bexio Pay as an included feature.
Can I also use bexio Pay without the "Ultimate" package?
Of course. You can also use bexio Pay as an additional feature in the "Advanced" or "Optima" packages for a monthly fee of only CHF 14.-.
What happens to bexio Pay if I downgrade from the "Ultimate" package to a lower package?
bexio Pay will be invoiced separately at the beginning of the new billing period (monthly/annually). The fee of CHF 14.- will be debited directly from your bexio Pay account with our partner amnis.
What happens to bexio Pay if I upgrade from the "Advanced" or "Optima" packages to the "Ultimate" package?
When upgrading, you benefit from the waiver of the CHF 14.- bexio Pay fee from the time of the upgrade.
What happens if I cancel bexio Pay, regardless of the package?
As an Ultimate customer, bexio Pay is included in your package. This means it is available to you for the entire duration. If you cancel bexio Pay as an additional feature of the two lower packages, bexio Pay will be deactivated (cards and accounts) at the end of the billing period (monthly/annually).
How can I benefit from bexio Pay?
bexio Pay allows you to manage your expenses digitally and automatically by settling your expenses with a dedicated, bexio-branded debit card, thus eliminating receipt chaos from the outset. After an initial expense categorization, bexio Pay automatically posts all card transactions to the bexio accounting. More information can be found here.
What are the other features of bexio Pay besides expense management?
bexio Pay allows you to open foreign currency accounts in 20+ currencies and receive or make payments in CHF, EUR, GBP, CZK, DKK free of charge. Furthermore, you benefit from attractive conditions for currency exchange. You can find the fees on the fees page.
How many cards are included in the "Ultimate" package?
10 physical and up to 50 virtual cards are included.
Do I have to pay the transaction fees or are they included in the bexio subscription price?
Transaction costs incurred in connection with the use of bexio Pay are individual for each customer and are therefore not included in the "Ultimate" subscription price. Details on the fees can be found on our overview page here.
How is the fee calculated if I use bexio Pay as an additional feature in the lower packages?
You can find out how the fees are calculated here.
Where can I find more information about bexio Pay and the included services?
You can find more information about bexio Pay and its services on our overview page here.
What changes with the integration of bexio Pay into the "Ultimate" package?
As an Ultimate customer, we waive the monthly fee of CHF 14.-.
Can I link my debit card from another bank to bexio Pay?
This is currently not supported. If you have a need, please let us know via the contact form.