Lexware Office invoices and quotes now show in every conversation
Deskwoot now connects to Lexware Office. Your team sees each customer's invoices and quotes next to the chat, Fynn answers "Is my invoice paid?" and turns quote requests into drafts without prices.
Deskwoot Team
4 min read
Contents
It's Friday afternoon, and a customer writes on WhatsApp: "I paid invoice RE1019 on Tuesday. Did the money arrive?" You're up a ladder. Without the invoice next to the chat, the answer waits until someone sits down at Lexware Office, finds the customer and checks the payment. Maybe that's Monday.
From today, Deskwoot connects to Lexware Office. Your team sees each customer's invoices and quotes next to the conversation, Fynn can answer that message himself, and quote requests from the chat become drafts in Lexware. Your team uses Lexware Office on every plan, and what Fynn does with it comes with every paid plan.
How Fynn answers "Is my invoice paid?"
Fynn asks for the postal code of the address on the invoice. When the invoice number and the postal code belong to the same document, he replies with its status: paid, open with its due date, partly paid with what is still open, or overdue. Before the customer is verified, he says nothing about any other document.
Once the customer is verified, for example by confirming the link Fynn sends to their email address, he answers questions about their own invoices and quotes of the past year. He never shows drafts and never prices new work. A payment the customer made that still shows as open, a payment plan, a reminder fee, a correction or a copy of an invoice goes to your team.
Quote requests become drafts in Lexware
Someone asks for a quote for a new boiler. Fynn collects the name, the address with postal code, what needs doing and the days that suit, reads it back and asks the customer to confirm. After the yes, he creates a quote draft in Lexware with the request as a line of text and no prices, tells the customer the team gets back to them with the quote, and hands the conversation to your team. You price the draft and send it from Lexware, the way you always do.
The draft never carries the customer's email address or phone number. For a visitor who is not a Lexware customer yet, Lexware creates no customer record: the quote goes to the name and address only.
What your team sees
Open a conversation, and the Lexware Office section on the Details tab shows the customer's invoices and quotes, newest first, with number, date, total and status. An open invoice shows when it is due or how much is still open, an overdue one since when, and a sent quote until when it is valid. Each number opens the document in Lexware.
Deskwoot suggests the Lexware customer with the contact's email address. Otherwise you link one by name, email or customer number, or create one with Create in Lexware. Create quote draft makes a draft from any conversation, and 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 whether the last invoice is paid.
What Deskwoot never does
Deskwoot never changes an invoice, never finalizes a quote and never stores invoices, quotes or amounts. It reads them from Lexware while they show. What it keeps is the key (encrypted), your company name and which Lexware customer a contact is linked to.
Connect Lexware Office in 3 steps
You need Lexware Office XL, the plan with the Public API.
- In Lexware Office, open Erweiterungen > Weitere Apps > Public API, create a key with all permissions, name it Deskwoot and copy it.
- In Deskwoot, go to Settings > Integrations, click the Lexware Office card and then Connect Lexware Office.
- Paste the key, enter the date Lexware shows next to it under Valid until, and click Connect.
Deskwoot checks the key right away and reminds your admins 30 and 7 days before it ends, since Lexware keys run for at most 24 months. Then pick what Fynn may do on the Lexware Office page: Answer invoice and quote questions, and Turn quote requests into drafts. Both start off. The full walkthrough is in the help article Connect Lexware Office.
Your team uses Lexware Office on every plan, and connecting costs nothing extra in Deskwoot. What Fynn does with it comes with every paid plan, starting with Startup, and the 7 day trial includes that.
