Lexware Integration: Invoices and Documents Flow Automatically from Your Shop
No more manual exports and duplicate data entry: we connect your online shop bidirectionally to Lexware. Invoices, customer master data, payment receipts and credit notes synchronize automatically – for clean accounting without rework.
SAP · JTL · DATEV
systems connected
50+
accounting integrations
3–8 h
time saved per month (project experience)
0
duplicate entries after go-live
Fixed price · net plus VAT
- Fixed setup price after a system analysis instead of an open estimate
- Invoices, debtors, payments, credit notes and tax logic automated
- Compatible with Shopware CE, WordPress, TYPO3 and custom systems
- Logged, audit-proof document flow with error alerting
DATEV-compatible dual export from 1,490 € net if your tax advisor works with DATEV in parallel. Extensions and operations on a time basis 119 € per hour (project day 990 € net). Third-party licenses for connectors or middleware are itemized transparently and separately. All prices net plus VAT. The project day is a package price for a reserved working day and therefore deliberately not a multiple of the hourly rate — the rationale is on the pricing overview.
Lexware is one of the most widely used accounting solutions among German small and mid-sized businesses. When an online shop is added, a manual bridge quickly develops: CSV exports, copy-paste from the shop backend, manual matching of payments to open items. These bridges cost time, create errors and grow proportionally with order volume. Our integration solutions replace the manual effort with a reliable, automated connection between shop and Lexware. Whether Shopware CE, WordPress with an e-commerce extension, TYPO3 or a custom system – we know the integration scenarios and implement the right solution.
Automation level of the Lexware integration
What the Lexware integration concretely automates
A professional Lexware integration is not a single interface but an interplay of coordinated data flows. Invoices, customer master data, payments and credit notes must be transferred reliably and in the correct order. The following six functional areas cover the entire commercial document cycle that arises between the shop and Lexware.
Invoice Transfer
Every shop order automatically generates an outgoing invoice in Lexware. Invoice number, line items, tax rates, amounts and payment terms are correctly adopted. PDF documents are linked and stored in the Lexware archive.
Customer Master Synchronization
New shop customers are automatically created as debtors in Lexware. Address data, payment terms and customer numbers are taken from the shop and updated when changed. Duplicate debtors are prevented through deduplication logic.
Payment Matching
Payment receipts from the shop – whether advance payment, SEPA direct debit or credit card – are matched to open items in Lexware. Open item status updates automatically; dunning runs for already-paid invoices are blocked.
Credit Notes and Cancellations
Returns, partial credits and cancellations in the shop automatically create the corresponding documents in Lexware. The link to the original invoice is preserved, making the document cycle fully traceable.
Tax and Account Logic
Revenue accounts, tax rates and cost centers are assigned rule-based. Domestic, EU-B2B with VAT ID, EU-B2C and third-country transactions are handled correctly. Account assignment rules are configured once and then applied fully automatically.
Logging and Monitoring
Every transfer is logged. Failed transfers enter an error queue and trigger an alert without blocking the overall process. The operations team maintains a clear view of transfer status at all times.
How the Lexware integration works technically
Lexware offers different access paths for external integration depending on the product version. Our integration layer uses the optimal approach in each case and encapsulates the technical details behind a stable interface. The result is a robust data flow that continues to function reliably through Lexware updates and shop updates alike.
Lexware product variants and their integration paths
Project workflow: From analysis to automated regular operations
Analysis and inventory
We capture your Lexware version, your shop system and existing accounting processes. Which document types arise? How are revenue accounts and tax codes structured? Which payment methods are used? We clarify these questions together with you and – where relevant – with your tax advisor.
Interface specification
Based on the analysis, we create a binding interface document: data flows, transformation rules, account assignment logic, error handling and monitoring concept. This document serves as the foundation for implementation, testing and subsequent maintenance.
Implementation and configuration
The integration layer is implemented and configured. We set up account assignment rules, define error alerts and test all document types on a Lexware test environment or a copy of your live installation. On the shop side, webhooks or event listeners are configured to trigger document transfers.
Parallel test and sign-off
In a defined parallel phase, automatic and previous manual transfers run side by side. Deviations are analyzed and account assignment rules fine-tuned. Sign-off only happens when the automatically generated accounting entries fully match the manual ones.
Go-live and training
Cutover to fully automated operations takes place at a planned time outside peak business hours. Your team is trained in monitoring the interface and handling exceptions. We provide close support during the first weeks of regular operations.
Maintenance and evolution
Lexware and shop systems receive regular updates. Our maintenance packages ensure the interface remains stable. New requirements – such as new payment methods, tax rate corrections or product range expansions – are implemented promptly and documented.
What a Lexware integration costs
Smaller businesses in particular need a firm figure before the start, not a range. That is why we name a clear setup fixed price for the Lexware integration. It starts at 4,900 € net and is fixed bindingly after a free system analysis — with no hidden items. If your tax advisor works with DATEV in parallel, we add a DATEV-compatible dual export from 1,490 € net. Ongoing extensions such as new payment methods or tax rate corrections are billed on a time basis: 119 € per hour or 990 € per project day net. License costs for connectors or middleware are itemized transparently and separately from the service fixed price.
Fixed prices for your Lexware integration
All prices net plus VAT. Every integration starts with a free system analysis and a binding fixed price. Scope and Lexware variant determine the right path.
Lexware Integration
The complete document flow between shop and Lexware.
- Invoices and debtors posted to Lexware automatically
- Payment matching and open item maintenance
- Credit notes, partial credits and cancellations
- Rule-based tax and account logic
- Logging with error alerting
DATEV Dual Export
Add-on if your tax advisor works with DATEV.
- DATEV-compatible document export on top of Lexware
- Revenue account mapping for the tax firm
- GoBD-compliant, audit-proof document chain
- Year-end data without manual rework
- Combinable with the Lexware integration (from 4,900 € net)
Operations & Extension
Maintenance and new requirements after go-live.
- New payment methods and tax rate corrections
- Adjustments for Lexware and shop updates
- Extension to inventory management or middleware
- Monitoring of the document flow in regular operations
- Billed according to actual effort
The final setup fixed price depends on the Lexware variant, shop system and number of document types and is fixed bindingly after the free system analysis. Third-party licenses for connectors, middleware or DATEV tools are itemized transparently and separately. All prices net, plus VAT.
Unsure which integration path fits your Lexware version?
In the free system analysis we review your Lexware variant, your shop system and your accounting processes — and give you a concrete setup fixed price before development starts.
Scope: What the Lexware integration covers and what it does not
An honest description of the service scope is important to us so that your expectations align with the actual outcome. The Lexware integration automates the document flow between the shop and accounting software – it does not replace a full ERP solution. If you need inventory management, order control or supplier integration in addition to accounting connectivity, we recommend a more comprehensive ERP inventory integration or a central middleware solution.
- Automatic transfer of outgoing invoices from the shop to Lexware
- Creation and updating of debtor master data
- Payment matching and open item maintenance in Lexware
- Credit notes, partial credits and cancellation bookings
- Rule-based account assignment by product group, customer type and tax scenario
- Logging of all transfers with error alerting
- Compatibility with Shopware CE, WordPress, TYPO3, Drupal and custom developments
Not in scope for Lexware integration (requires extension)
- Inventory management and goods receipt bookings (→ ERP inventory integration)
- Supplier management and incoming invoices
- Full order control and production planning
- Marketplace document flows from platforms like Amazon or eBay (→ marketplace integration)
Lexware integration in the context of your system landscape
The Lexware integration is often part of a larger integration architecture. Companies that operate both an online shop and branches, internal customer service or additional sales channels need a central integration layer that coordinates all data flows. In such scenarios, we recommend building a dedicated middleware that connects the shop, Lexware and other systems, serving as a single source of truth for document data.
If you also want to optimize your payment integration and automatically transfer payment provider data to Lexware, both requirements can be addressed in a shared project. In an initial consultation, we analyze which integration approach fits your system landscape – without being committed to a specific solution path upfront.
Using Lexware and DATEV in parallel?
Typical challenges – and how we solve them
In our Lexware projects we regularly encounter similar challenges. The most common: diverging numbering systems between shop and Lexware. Debtor numbers in the shop do not match customer numbers in Lexware, article numbers differ, and payment methods are named differently. Our integration layer resolves these divergences through a mapping table that is configured once and then works transparently in the background.
Another common challenge is historical data. If a shop has been running for some time and is only now being connected to Lexware, the question arises: should historical invoices be migrated retroactively? The answer depends on your tax law requirements, the volume of data and the quality of historical records. We advise you openly and implement a migration where it makes sense – or recommend starting automated operations from a clean cutoff date.
Common mapping challenges and our solutions
Harmonizing numbering systems
Shop and Lexware number ranges for customers, products and invoices diverge in almost every project. Our integration layer resolves conflicts through configurable mapping tables.
- Customer number mapping with automatic lookup by email and name
- Prefix logic for invoice numbers (e.g. shop prefix to avoid collisions)
- Article number cross-reference between shop SKU and Lexware item number
Handling tax scenarios correctly
Lexware knows domestic and international tax rates, but correct assignment must be configured. Incorrect account assignment only becomes visible at the year-end close or during a tax audit.
- Domestic: 19% / 7% by product group, automatic
- EU-B2B: VAT ID validation before tax exemption
- EU-B2C and third-country: rule-based special account assignment
| Tax scenario | Account / code | Status |
|---|---|---|
| Domestic 19% / 7% | by product group | auto |
| EU-B2B with VAT ID | tax-exempt ICS | checked |
| EU-B2C (OSS) | destination country | auto |
| Third country | export, tax-free | auto |
Measurable benefits of Lexware automation
Manual transfer of an invoice from the shop to Lexware takes two to four minutes per document depending on complexity (project experience). With 200 orders per month, that is six to thirteen hours of pure data entry work, plus time spent on error corrections, payment matching and queries. All of this effort disappears after go-live.
More than time savings: data quality as a competitive advantage
Related services and integration components
The Lexware integration is one building block in a broader integration ecosystem. Many of our clients combine it with additional interface projects that complement each other synergistically. If you are looking for a complete overview of our shop integration services, you will find all service pages there.
DATEV Integration
If your tax advisor uses DATEV, we transfer invoices and posting batches in DATEV-compatible format directly. Ideal for businesses that use Lexware internally and DATEV through their tax advisor. More about DATEV integration.
ERP Inventory Integration
When inventory levels, delivery notes and goods receipts also need to be synchronized alongside accounting, the ERP inventory integration seamlessly complements the Lexware connection. More about ERP inventory integration.
Payment Integration
Automatically transfer payment provider data to Lexware: transactions, fees and payouts are transferred as bookings and matched against open items. More about payment integration.
Frequently asked questions about Lexware integration
Matching technical articles: DATEV Connection in E-Commerce describes the automated document flow in accounting, Payment Reconciliation explains matching incoming payments, and E-Invoice Mandate 2027 puts the upcoming format requirements in context.