SchoolMate & Lexware Office Integration.

Why have we integrated with Lexware Office?

SchoolMate includes a built-in financial module that handles standard invoices and receipts. However, the European Union is progressively requiring member states to adopt mandatory electronic invoicing and real-time financial reporting. Adapting a single generic accounting system to meet the distinct legal and tax requirements of every country in which our schools operate is not feasible.

Our solution is to integrate SchoolMate with best-in-class localised accounting platforms — so that each school uses software that is already fully compliant with its own country’s regulations, and stays compliant as those regulations evolve. The Lexware Office integration is our third such partnership – first were Italy and Spain – and is tailored for schools operating in Germany.

Who is Lexware Office?

Lexware Office is a division of the Haufe Group and is based in Freiburg im Breisgau has over 250,000 active users and customers. The main features of the software are:

• Invoicing & Estimates: Create, send, and manage digital invoices, quotes, and e-invoices compliant with German tax rules.
• Automated Bookkeeping: Handle Einnahmenüberschussrechnung (EÜR), profit and loss statements, and asset registers automatically.
• Receipt Capture: Scan paper receipts via mobile app or forward email invoices to categorize and link them to transactions.
• Online Banking Integration: Connect bank accounts or PayPal directly for automated transaction matching and payment reconciliation.

How does the integration work?

First you need a Lexware Office account to link to your SchoolMate account – the steps are explained below – once you have done that everytime you create a student in SchoolMate they are automatically created in your Holded account. There is a link from a student in SchoolMate to their Lexware Office account. You create invoices in Lexware Office and information on payments etc., is fed back to the student’s SchoolMate card so you have an overview.

How do I integrate SchoolMate with Lexware Office?

Firstly, you need to create an account with Lexware Office and then link it to your SchoolMate account.

1. Go to Lexware Office and register for an account. You can start with a free demo account and convert it to a paid one later.
2. 1. Open the menu.
   2. Click on Settings.

In Lexware:

1.  Log in to Lexware Office using an admin or owner account authorized to manage add-ons.
2.  Go to the Public API page (under Add-ons/Extensions > Public API) or visit: https://app.lexware.de/addons/public-api
3.  Generate a new API key and copy it immediately. (Lexware displays the full key only once; if lost, a new key must be created.)
– Note: Each key belongs to a specific Lexware organization. All contacts, articles, and invoices created with it will land in that account, so each school requires its own key.

In SchoolMate:

1.  Go to Finance → Settings → Integrations → Lexware.
2.  Select “Want to configure Lexware”, paste the API key into the API Key field, and click Save.
3.  Click Sync users to import existing students, parents, companies, and products. Any new or updated records will then sync automatically.