Connect FileMaker with Lexware
Transferring postings and associated documents to accounting software such as Lexware is an important part of the daily workflow for many companies. Efficient booking processes are crucial for keeping track of finances and meeting legal requirements in accounting. It can be helpful to use software solutions such as FileMaker to organize postings and receipts and then transfer them seamlessly to Lexware. Automating the transfer can significantly simplify and speed up the process, especially if regular accounting transactions and large volumes of data need to be processed. The gFM-Business ERP Software offers the export of postings in DATEV-EXTF format as well as in individual field format, which should be sufficient for most applications. If you want to connect Lexware directly to FileMaker, you will find the corresponding options in the following article.
Lexware offers various ways to import booking data, and CSV import has established itself as the most common method. However, especially in times of increasing digitalization and automation, many companies also want the option of transferring postings via modern API interfaces. Although Lexware does not currently provide a public REST API, there are alternative approaches to make data exchange efficient, be it via third-party solutions or automated workflows that build on existing functionalities.
Opportunities for integration
1. Data exchange via CSV import (recommended method)
The standard method for transferring postings to Lexware is still via the CSV import. As described in the previous instructions, you can enter bookings in FileMaker and then export them as a CSV file, which is then imported into Lexware.
Advantages of this method:
- Easy to implement
- No API knowledge required
- Flexibly adaptable to different data formats
2. Use of third-party integrations
There are some third-party providers that offer APIs or middleware solutions to integrate data from other applications (such as FileMaker) into Lexware to integrate. These solutions usually offer a bridge between different systems, but are often subject to a fee and require additional customization.
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This would allow you to carry out an API integration via third-party solutions:
- Connection via cloud servicesSome providers offer cloud-based integration platforms that act as an interface between FileMaker and Lexware. Such platforms can offer API functionalities to transfer bookings automatically.
- Lexware interfaces from partnersThere are specialized Lexware partners who offer tailor-made solutions for specific company requirements, including the possibility of accessing Lexware via their own API.
3. Special API for Lexware Cloud version
In certain Lexware cloud products there is limited API functionality, but this is mainly focused on retrieving and managing customer data and documents. This API is not standardized for direct booking transfer in the sense of a REST API. However, it may be worth asking Lexware directly whether specific API access is offered for your area of application.
Transfer of postings and documents from FileMaker to Lexware
Prerequisites:
- FileMaker ProThis is your central database for managing bookings and receipts.
- LexwareYour accounting software that accepts CSV files for importing booking data.
- Basic knowledge of FileMakerYou should be familiar with the creation of layouts, scripts and data management in FileMaker.
Step 1: Structuring the FileMaker database
1.1 Creating tables and fields
First, you should create a suitable database structure in FileMaker. You need at least two tables for this: one for the postings and one for the vouchers.
- Bookings" tableThis table contains all relevant information on the bookings. The most important fields are
- Booking number
- Date of booking
- Document number
- Debit account
- Credit account
- Amount
- Booking text
- Tax key (if necessary)
- Receipts" tableThis table is used to save the documents associated with the postings. The following fields are important:
- Document number (to create the link to the "Postings" table)
- Document file (this field can contain either a file path or a container field in which the PDF is saved directly)
1.2 Linking the tables
To ensure that the correct vouchers are assigned to the respective postings, you should create a relationship between the "Postings" and "Vouchers" tables. This is done via the "Voucher number" field. This allows you to display the corresponding vouchers within the posting overview.
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Request information Step 2: Entering and importing postings and receipts
2.1 Enter bookings
You can enter the bookings manually in the "Bookings" table or import data from external sources (for example from Excel spreadsheets or CSV files). FileMaker offers a simple import function to transfer data from various formats.
2.2 Linking documents
For each posting, you should save the corresponding receipt in the "Receipts" table. This can be done via a container field into which you upload the PDF file directly, or you can save only the file path if the file is managed externally. Use the common field "Voucher number" to establish the link to the respective posting.
Step 3: Exporting the bookings in CSV format
As Lexware supports the import of postings in CSV format, you must export the postings from FileMaker. To do this, you can use a script in FileMaker that outputs the data in the correct format.
3.1 Creation of an export script
In FileMaker, you can create a script that exports the bookings as a CSV file. A simple example of such a script could look like this:
Export data records [With dialog: Off; "Path/to/file.csv"; CSV format; Table: Bookings]
In this script, the "Bookings" table is exported as a CSV file. You can customize the storage location and file name to automate the export process. Make sure that the order of the fields matches Lexware's requirements.
3.2 Customization of the export layout
Make sure that only the relevant fields are selected for the export. To do this, you can either create a special layout for the export or directly select the appropriate fields in the "Bookings" table.
It is important that the exported CSV file corresponds exactly to the fields that Lexware requires for the import (e.g. account, amount, booking text, etc.). Check the fields and the separator (usually the semicolon or comma).
Step 4: Preparing the import in Lexware
Once the CSV file has been exported from FileMaker, the next step is to import it into Lexware. Here are the necessary steps:
- Prepare importOpen Lexware and select the area in which you want to import the bookings (for example, in the booking module).
- Select CSV fileGo to the import menu in Lexware and select the previously exported CSV file.
- Assignment of the fieldsLexware may ask you to assign the fields of the CSV file to the booking fields in Lexware. This is normally only done once and Lexware remembers this assignment for future imports.
Step 5: Transfer vouchers
If the receipts are also to be linked to the postings, there are various options:
- External storage of PDFsThe PDF files can be stored in a central storage location and the file path can be exported in the CSV file and stored in Lexware. In this way, you can call up the documents afterwards via Lexware.
- Manual upload in LexwareAlternatively, you can upload the vouchers manually to Lexware if this function is available in the version you are using. Some Lexware versions allow you to attach PDF files directly to the posting.
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