Nota Invoice Sync for Lexware Office

Nota Invoice Sync for Lexware Office creates a real Lexware Office invoice directly from a
WooCommerce order — no ERP or middleware in between.

Why not go through a sync tool?

Most WooCommerce ↔ Lexware connectors work by re-calculating tax on their side and sending a
finished total to Lexware, which then re-validates that calculation. On low-value line items
(a sample product priced at a few cents, for example) that round-trip can produce a rate that
doesn’t quite match after rounding, and the invoice is rejected.

This plugin sends only the net amount and tax rate for each line. Lexware Office itself
computes every tax amount and total — there is no second calculation to disagree with.

What it does

• Creates a Lexware Office invoice (draft or finalised) from the order screen, with one click.
• Finds or creates the matching Lexware contact by email, and keeps the contact’s address in
  sync with the order if it changes on a later order.
• Works out the correct German/EU tax treatment for the order — domestic, intra-community
  reverse charge, EU distance sales (OSS), or export to a third country.
• Warns you on the settings page if your shop’s tax setup conflicts with your Lexware Office
  account’s own configuration, before it causes a rejected invoice.
• Shows the invoice number and status right on the order list and the order screen.
• Includes a test mode that builds the full invoice payload and writes it to the log without
  sending anything, so you can verify everything before the first real invoice.

Requirements

• WooCommerce, installed and active.
• A Lexware Office account with access to the Public API (a personal API key, created in
  Lexware Office under the Public API settings).
• Shop currency EUR — Lexware Office invoicing supports only EUR, so orders in any other
  currency are skipped and the reason is logged.

External services

This plugin connects to the Lexware Office Public API at https://api.lexware.io, operated by
Haufe-Lexware GmbH & Co. KG (Germany), to create documents in your own Lexware Office account.
It is required for everything the plugin does — without an API key, the plugin does nothing.

What is sent, and when:

• When you create an invoice for an order: the customer’s name, billing address, email
  address, the order’s line items (product names, quantities, net prices, tax rates),
  shipping cost, order number and order/delivery dates.
• As part of creating an invoice, the plugin looks up the matching Lexware contact by the
  customer’s email address, and creates or updates that contact with the customer’s name,
  billing address and email address.
• Once a day, and when you click “Save and test connection”: a connection check that requests
  your own organisation profile. No customer data is included in this check.

No data is sent to any other external service, and no customer data leaves your site until
you create an invoice yourself.

Lexware Office Public API terms: Public API Lizenz- und Nutzungsbedingungen
Lexware privacy information: Datenschutz & Datensicherheit

What this version does not do

Invoices in this version are created by hand, from a button on the order screen. Automatic
invoicing on order status, bulk invoice creation, payment status sync, automatic PDF delivery,
payment reminders and large-scale bulk import are part of
Nota Invoice Sync Pro.

Privacy

When you create an invoice, the customer’s name, billing address, email address and the order’s
line items are sent to Lexware Office (operated by Haufe-Lexware GmbH & Co. KG) over their public
API. That data is then stored and processed under Lexware’s own privacy policy. Once an invoice
is finalised, German accounting law (GoBD) requires it to be kept for ten years — this plugin
does not delete or modify anything in Lexware Office, including in response to a WordPress
personal-data erasure request. The plugin integrates with Tools → Export/Erase Personal Data and
explains this retention conflict there, so shop owners never wrongly assume the data was erased
everywhere.

The optional debug log level records customer names, addresses and invoice contents in plain
text in the WooCommerce log files on your own server. The settings page says so next to the
option; turn debug logging off once things are working.

No data is sent anywhere until you actually create an invoice for an order.

Lexware and Lexware Office are trademarks of Haufe-Lexware GmbH & Co. KG. This plugin is an
independent product and is not affiliated with or endorsed by Haufe-Lexware.