Connect Lexware Office

Connect Lexware Office, and every conversation shows the customer's invoices and quotes with status, due date and open amount. Fynn can answer questions like "Is my invoice paid?" and turn quote requests into drafts in Lexware, and Copilot knows the documents too. Deskwoot never changes an invoice. Lexware Office is part of the Business and Enterprise plans, and a 7 day trial of either plan includes it.

You need Lexware Office XL, the plan with the Public API, and your Lexware Office login to create the key. Each workspace connects one Lexware company.

Create a Public API key in Lexware Office

1. In Lexware Office, open Erweiterungen > Weitere Apps > Public API, or go to app.lexware.de/addons/public-api.
2. Click API-Schlüssel erstellen and pick Schlüssel mit allen Berechtigungen, the key with all permissions.
3. Name it Deskwoot, then copy the key. Lexware shows it only once, so keep it until you have pasted it in Deskwoot.
4. Note the date Lexware shows next to the key. That is when the key ends.

The key lets Deskwoot read your company profile, your customers and their invoices and quotes, and create customers and quote drafts. If you pick Schlüssel mit individuellen Berechtigungen instead, tick Allgemeine Profilinformationen abrufen, Kontakte abrufen, Kontakte speichern, Belegliste filtern und abrufen, Rechnungen abrufen, Angebote abrufen, Angebote speichern and Zahlungsinformationen von Belegen abrufen. A key without the write permissions still shows invoices and quotes, but your team and Fynn cannot create customers or quote drafts with it.

Connect Lexware Office in Deskwoot

1. Go to Settings > Integrations and click the Lexware Office card under Job and accounting software.
2. Click Connect Lexware Office.
3. Paste the key under Public API key.
4. Under Valid until, enter the date Lexware shows next to the key. It is optional, but with it Deskwoot reminds your admins 30 and 7 days before the key ends.
5. Click Connect.

Deskwoot checks the key with Lexware right away and shows your company name. If the key may not read customers or invoices, the dialog says so. You need the permission to manage integrations in Deskwoot; administrators have it. Deskwoot stores the key encrypted and shows only its last 4 characters.

What your team sees

In a conversation, the Lexware Office section of the Details tab shows the contact's Lexware customer with the customer number, then Invoices and Quotes, newest first. Each row has the number, the date, the total and a status:

• Invoices: Open, Partly paid, Overdue, Paid or Cancelled. An open invoice also shows when it is due, how much is still open, or since when it is overdue.
• Quotes: Sent, Accepted, Declined or Expired. A sent quote also shows until when it is valid.

Each number opens the document in Lexware, and Open in Lexware Office opens the customer there. When the customer has more documents than the section lists, All documents in Lexware takes you to them. Drafts never show. Deskwoot reads the documents from Lexware while the section is open and stores none of them.

When a Lexware customer has the contact's email address, the section suggests that customer and you link it with one click. Otherwise click Link customer and search by name, email or customer number. Lexware cannot search by phone number. Only customers can be linked, not suppliers. Not this customer stops a wrong suggestion, and Create in Lexware creates the customer from the contact's details (Lexware cannot delete contacts through Deskwoot, so archive a wrong one in Lexware).

The contact page shows the same section on its Connected systems tab. Copilot reads the contact's Lexware customer (the linked one, or the one with the contact's email address) with their newest invoices and quotes, so you can ask it, for example, whether the last invoice is paid.

Create a quote draft

In a conversation, Create quote draft in the Lexware Office section opens a dialog with the short description, the request text, the address and Valid until (30 days from today unless you change it). Click Create draft, and the draft appears in Lexware with the request as a text line and no prices. Add the prices there and send the quote from Lexware. With a linked customer the quote goes to that customer and the address goes into its text as the job address; without one it goes to the name and address in the dialog, and Lexware creates no customer for it. Email and phone stay in Deskwoot. The conversation shows a line with the quote number and a link to the draft in Lexware.

Deskwoot cannot delete quotes in Lexware: delete a wrong draft there.

What Fynn does

The What Fynn does with Lexware Office card on the Lexware Office page has 2 switches. Both start off, and Fynn follows them only after an admin saved the card once.

• Answer invoice and quote questions: someone who gives the number of an invoice or quote and the postal code of the address on it hears its status, date, due date, total and open amount. A verified customer, for example after confirming the link Fynn sends to their email address, can ask about their own invoices and quotes of the past year. This switch needs Fynn's access to orders under Settings > Bots > Data Access.
• Turn quote requests into drafts: when a customer asks for a quote, Fynn collects the name, the address with postal code, what needs doing and the preferred dates, asks the customer to confirm and then creates a quote draft in Lexware, without prices. The conversation then goes to your team.

Fynn never prices new work and never shows drafts. Payment plans, reminders and fees, discounts, disputes, corrections, cancellations, credit notes, copies of invoices, bank details, tax questions and a payment the customer made that still shows as open go to your team.

When the connection needs you

• Lexware Office refused the key: the key was deleted, has expired or was replaced in Lexware. Create a new key and enter it with Replace key. Until then Fynn hands Lexware questions to your team and conversations show no invoices.
• Your Lexware Office plan has no Public API: Lexware Office XL includes it. After the upgrade, click Check now.
• The key may not create quotes or may not create contacts: create a key with all permissions and enter it with Replace key. Reading invoices keeps working.

Lexware keys run for at most 24 months and stop working on the date Lexware shows. If you extend a key in Lexware, it stays the same key: enter the new date with Change date on the Lexware Office page, and you do not need to paste the key again.

Disconnect

Disconnect on the Lexware Office page deletes the stored key and which Lexware customer each contact is linked to. Customers and quote drafts already created stay in Lexware. Then delete the key in Lexware Office under Public API: Deskwoot cannot do that for you.

Frequently asked questions

Which plans do I need?

Business or Enterprise in Deskwoot, and Lexware Office XL in Lexware, the plan with the Public API. Connecting costs nothing extra in Deskwoot.

Does Deskwoot store my invoices?

No. Deskwoot reads invoices and quotes while they are shown and stores none of them, nor any amounts or payments. It stores the key, your company name and which Lexware customer a contact is linked to.

Can Fynn tell a customer about someone else's invoice?

No. Fynn answers only about the document whose number and postal code the customer gave, or, after verification, about the documents of the customer's own Lexware customer.

Does a quote draft carry the customer's email address or phone number?

No. A draft carries the name, the address and the request. Email and phone stay in Deskwoot.

Can I connect more than one Lexware company?

Each workspace connects one Lexware company. To switch companies, disconnect first.