Bexio Invoice Automation: Complete Guide

In this guide, I'll show you step by step how to fully automate your Bexio invoicing and save 12+ hours per week. We'll use n8n (Open-Source workflow automation) to automate the following processes:

✅ Automatic invoice creation (from CRM deals, projects, subscriptions) ✅ QR invoice generation (Swiss QR Bill with QR code) ✅ Email sending (personalized invoice emails) ✅ Payment reconciliation (automatic matching of incoming payments) ✅ Dunning system (automatic payment reminders after 15/30/45 days)

Time savings: 12-18 hours per week (with 50-100 invoices/month) Error reduction: 85% fewer manual errors ROI: 340% in the first 6 months

Prerequisites

Before we start, you'll need:

Software

Bexio account (Standard or Pro package)
- You need API access (unlimited in Pro package, 100 calls/day in Standard)
- Try Bexio free (30 days)
n8n account
- Option 1 (recommended): n8n Cloud (from CHF 20/month)
- Option 2 (free): Self-hosted on own server
- n8n Installation Guide

Knowledge

✅ Basic knowledge of Bexio interface (creating invoices)
✅ Ability to create Bexio API tokens
⚠️ No programming knowledge required (everything visual with n8n)

Time Required

Initial setup: 2-3 hours
Maintenance: 15 minutes/month

Step 1: Create Bexio API Token

1.1 Generate Token

Log in to Bexio → app.bexio.com
Click top right on your Profile → Settings
Navigate to: Interfaces → API
Click: "Create new token"
Select permissions:
- ✅ Contacts: Read
- ✅ Invoices: Read, Write, Delete
- ✅ Projects: Read (if project-based invoicing)
- ✅ Payments: Read (for payment reconciliation)
Copy the token (shown only once!)

Example token:

eJyNVVtv2zYU_iuCn9tYkiVbl9qGFw...

⚠️ Important: Save the token securely (e.g., in password manager). It's shown only once!

1.2 Test Token

Test the token with this cURL command (Terminal/PowerShell):

curl -H "Authorization: Bearer YOUR_TOKEN_HERE" \
     https://api.bexio.com/2.0/contact

Expected response: JSON list of your Bexio contacts

✅ Works? → Continue to Step 2 ❌ Error "Unauthorized"? → Check token permissions again

Step 2: Set Up n8n & Connect Bexio

2.1 Create n8n Account

Option A: n8n Cloud (recommended for beginners)

Go to cloud.n8n.io
Register (email + password)
Choose plan: Starter (CHF 20/month, 5,000 executions)
Activate your account

Option B: Self-host n8n (free)

# With Docker (Recommended)
docker run -d --name n8n \
  -p 5678:5678 \
  -v ~/.n8n:/home/node/.n8n \
  n8nio/n8n

# Access: http://localhost:5678

2.2 Create Bexio Credential in n8n

Open n8n → Click top right "Credentials"
Click: "New Credential" → Search: "Bexio"
Fill in:
- Name: "Bexio Production"
- API Token: (from Step 1.1)
Click: "Save"
Test connection: "Test Credential" → ✅ Successful?

Step 3: Automatic Invoice Sending (Workflow #1)

Now we'll build the first workflow: Automatic sending of invoices via email including QR code.

3.1 Create New Workflow

n8n → Workflows → "New Workflow"
Name it: "Bexio Auto-Invoice Send"
Activate: "Execute Workflow" (later)

3.2 Trigger: Bexio Webhook (Invoice Created)

Add node: Click "+" → Search: "Webhook"

Configuration:

HTTP Method: POST
Path: bexio-invoice-created
Authentication: None (Bexio only sends to this URL)

Webhook URL: https://YOUR-N8N.app.n8n.cloud/webhook/bexio-invoice-created

⚠️ Important: You'll need to enter this URL in Bexio (Step 3.3)

3.3 Register Webhook in Bexio

Bexio → Settings → Webhooks
Click: "New webhook"
Configuration:
- Event: invoice.created
- URL: (your n8n webhook URL from Step 3.2)
- Active: ✅ Yes
Save

Test: Create a test invoice in Bexio → n8n should receive webhook!

3.4 Node: Get Bexio Invoice Details

Add node: "+" → "Bexio"

Configuration:

Credential: Bexio Production
Resource: Invoice
Operation: Get
Invoice ID: {{ $json.id }}

This node fetches all invoice details (customer, amount, due date, etc.)

3.5 Node: Generate QR Invoice PDF

Add node: "+" → "Bexio"

Configuration:

Credential: Bexio Production
Resource: Invoice
Operation: Get PDF
Invoice ID: {{ $json.id }}
Additional Options → QR Code: ✅ Yes

Output: Binary PDF file with Swiss QR Bill

3.6 Node: Send Email (Gmail, Outlook, SMTP)

Add node: "+" → "Send Email" (or "Gmail", "Outlook")

Configuration (Example: SMTP):

From Email: invoice@yourcompany.ch
To Email: {{ $('Bexio Invoice Details').item.json.contact.mail }}
Subject: Invoice No. {{ $('Bexio Invoice Details').item.json.document_nr }}
Email Type: Text + HTML

Text:

Dear {{ $('Bexio Invoice Details').item.json.contact.name_1 }},

Please find attached invoice No. {{ $('Bexio Invoice Details').item.json.document_nr }}
for CHF {{ $('Bexio Invoice Details').item.json.total }}.

Due date: {{ $('Bexio Invoice Details').item.json.delivery_date }}

QR invoice attached (simply scan with mobile banking app).

Best regards
Your Finance Team

Attachments:
- Property Name: data
- File Name: Invoice_{{ $('Bexio Invoice Details').item.json.document_nr }}.pdf

Save workflow: Click top right "Save"

3.7 Test Workflow

Bexio: Create a new test invoice
n8n: Check "Executions" → Should be successful ✅
Email: Check customer's inbox → PDF received?

🎉 Done! Your first automated invoice sending is running!

Step 4: Automatic Payment Reconciliation (Workflow #2)

Now we'll automate payment reconciliation: As soon as a payment arrives in your bank account, the Bexio invoice is automatically marked as "Paid".

4.1 Create Workflow

n8n → New Workflow: "Bexio Payment Reconciliation"
Trigger: Webhook (Bexio payment.created)

4.2 Node: Get Bexio Payment Details

Node: Bexio → Resource: Payment → Operation: Get

Retrieve:

Payment amount
Payment date
Reference (ESR/QR reference number)

4.3 Node: Find Invoice (via Reference)

Node: Bexio → Resource: Invoice → Operation: Get All

Filter: referenceNumber == {{ $json.referenceNumber }}

4.4 Node: Mark Invoice as "Paid"

Node: Bexio → Resource: Invoice → Operation: Update

Update:

{
  "id": "{{ $json.id }}",
  "is_valid_from": "{{ $json.is_valid_from }}",
  "payment_status": "paid",
  "payment_date": "{{ $('Bexio Payment Details').item.json.payment_date }}"
}

4.5 Node: Confirmation Email to Customer

Node: Send Email

Content:

Dear {{ $json.contact.name_1 }},

Your payment of CHF {{ $json.total }} has been received.

Invoice No. {{ $json.document_nr }} is now fully settled.

Thank you!

Activate workflow → Test with Bexio payment!

Step 5: Automatic Dunning System (Workflow #3)

Automatic payment reminders after 15, 30, and 45 days.

5.1 Create Workflow

Trigger: Schedule (daily at 09:00)
Node: Bexio → Get All Invoices (Filter: payment_status != paid)

Node: Code (Filter by due date)

const today = new Date();
const dueDate = new Date($json.delivery_date);
const daysOverdue = Math.floor((today - dueDate) / (1000 * 60 * 60 * 24));

// Only invoices 15/30/45 days overdue
if (daysOverdue === 15 || daysOverdue === 30 || daysOverdue === 45) {
  return { daysOverdue, ...$json };
}

Node: Send Email (Payment reminder)
- 15 days: Friendly reminder
- 30 days: 1st reminder
- 45 days: 2nd reminder

Cost-Benefit Analysis

One-time Costs

Setup time: 3 hours × CHF 120/h = CHF 360
n8n template purchase (optional): CHF 149 (Bexio Automation Pack)

Total One-time: CHF 360-509

Monthly Costs

n8n Cloud: CHF 20/month (or CHF 0 if self-hosted)
Bexio API: CHF 0 (unlimited in Pro package)

Total Monthly: CHF 20

Time Savings (with 100 invoices/month)

Manual invoice sending: 3 minutes × 100 = 300 min (5h)
Manual payment reconciliation: 2 minutes × 80 = 160 min (2.7h)
Reminders: 5 minutes × 20 = 100 min (1.7h)

Total Time Savings: 9.4 hours/month

Value (at CHF 120/h): 9.4h × CHF 120 = CHF 1,128/month

ROI: (CHF 1,128 - CHF 20) / CHF 509 = 218% in first month Payback time: 2-3 weeks

Tips & Best Practices

Performance Optimization

Batch processing: Group multiple invoices (1× daily instead of immediately)
API limits: Use Bexio Pro package (unlimited API calls)
Error handling: Add n8n "Error Trigger" → notification on errors

Security

API token: Store token in n8n credentials (never in code)
Webhook signature: Verify Bexio webhook signature (prevents fake requests)
Backup: Export n8n workflows weekly

Scaling

Multiple clients: Use n8n variables for multiple Bexio accounts
Error handling: Slack/email notification on failed workflows
Monitoring: n8n dashboard for execution statistics

Frequently Asked Questions (FAQ)

Do I need the Bexio Pro package? ⚠️ For 100+ invoices/month: Yes. Standard package has only 100 API calls/day (approx. 3,000/month). With 100 invoices × 5 API calls = 500 calls → limit reached. Pro package has unlimited API calls.

Does this also work with Abacus/Sage? ❌ No, this guide is specific to Bexio. For Abacus see Abacus Automation Guide.

Can I also automate recurring invoices (subscriptions)? ✅ Yes! Bexio has a "Recurring invoices" feature. Combine it with this guide for fully automatic subscription invoices.

What happens if n8n fails? ⚠️ Invoices won't be sent automatically. Solution: Use n8n Cloud (99.9% uptime) or self-host with monitoring (Uptime Kuma).

Can I also send invoices by post (mail)? ✅ Yes! Use n8n integration with Swiss Post Direct Mail API → Automatic letter sending.

Next Steps

After automating invoices, I recommend:

Expense automation: Bexio Expense Automation
VAT reporting: Automatic Quarterly VAT Reporting
CRM automation: Bexio CRM → HubSpot Sync

Downloads & Templates

n8n Bexio Invoice Workflow (JSON) - Fully pre-configured workflow
Bexio API Postman Collection - All API endpoints for testing
150+ Bexio n8n Workflows (Premium) - CHF 149

Questions? Contact me: lukas@lhubertreuhand.ch or LinkedIn

Last updated: November 17, 2025 | Author: Lukas Huber, Fiduciary Expert

Bexio Invoice Automation: Complete Guide

Prerequisites

Software

Knowledge

Time Required

Step 1: Create Bexio API Token

1.1 Generate Token

1.2 Test Token

Step 2: Set Up n8n & Connect Bexio

2.1 Create n8n Account

2.2 Create Bexio Credential in n8n

Step 3: Automatic Invoice Sending (Workflow #1)

3.1 Create New Workflow

3.2 Trigger: Bexio Webhook (Invoice Created)

3.3 Register Webhook in Bexio

3.4 Node: Get Bexio Invoice Details

3.5 Node: Generate QR Invoice PDF

3.6 Node: Send Email (Gmail, Outlook, SMTP)

3.7 Test Workflow

Step 4: Automatic Payment Reconciliation (Workflow #2)

4.1 Create Workflow

4.2 Node: Get Bexio Payment Details

4.3 Node: Find Invoice (via Reference)

4.4 Node: Mark Invoice as "Paid"

4.5 Node: Confirmation Email to Customer

Step 5: Automatic Dunning System (Workflow #3)

5.1 Create Workflow

Cost-Benefit Analysis

One-time Costs

Monthly Costs

Time Savings (with 100 invoices/month)

Tips & Best Practices

Performance Optimization

Security

Scaling

Frequently Asked Questions (FAQ)

Next Steps

Downloads & Templates

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