Using Bexio on the go: the complete guide

Using Bexio on the go means creating invoices, scanning receipts, checking payments and managing contacts, straight from your phone, without a laptop and without the office. With a native Bexio app like Vexlo, you connect securely to your existing Bexio account and get the most important tasks done in minutes, instead of at your desk in the evening. This guide shows what works on mobile, what to watch out for and how to save the most time.

What can the Bexio app do on the go?

A good Bexio app doesn't just mirror a stripped-down view. It reflects your real workflows. With Vexlo you can, on the go:

• Create, edit and send invoices as PDF, and filter them by status (open, paid, overdue).
• Review supplier bills, adjust line items and approve them.
• Scan receipts and file them straight in the right inbox.
• Search, create and tidy up contacts with "magic fixes".
• Look up and adjust articles and prices.
• Retrieve payslips and share them as PDF.

The difference from the mobile website: a native app loads cached data instantly, keeps working offline and sends you push notifications the moment an invoice is paid or a deadline is missed.

Why is mobile accounting worth it for SMEs?

Small and medium-sized enterprises are the backbone of the Swiss economy: according to the Federal Statistical Office, 99.7% of all companies in Switzerland are SMEs. That's exactly where office time is scarcest. Accounting competes with client meetings, construction sites and jobs.

Tasks handled on the go don't pile up for the end of the day. If you capture an invoice right after a meeting, out in the car park, you send it days earlier, and on average you get paid earlier too. Accounting turns from a weekend project into something you handle in passing, an important step toward paperless accounting for SMEs.

The most productive accounting is the kind that happens on the side, in the moment the information arises, not weeks later from memory.

How do I create an invoice on mobile?

Invoices are the most common reason to open Bexio on the go. In Vexlo you pick the contact, add line items with quantity, price and tax rate, and send the invoice as PDF, either via Bexio (with send tracking) or through your device's mail app.

You'll find the full workflow, including editing line items and the QR-bill, in detail here: Create and send Bexio invoices on the go.

How do I capture and scan receipts on the go?

Receipts get lost when they end up in your wallet or glovebox. With the built-in scan function you photograph receipts on the spot, crop them automatically and file them in the inbox, ready to be posted.

Since version 1.1.0, Vexlo uses AI to suggest filenames matching your existing naming style. Processing runs exclusively through AI models hosted in Switzerland; your data stays in the country (Swiss Data Promise). More on this: Scan receipts and file them digitally with Bexio.

Does Bexio also work offline?

Yes, at least for reading. Vexlo caches invoices, receipts and files locally (cache-first). Without internet you still see your data instantly; changes that require a connection are blocked until you're back online. On construction sites, on the train or abroad, that's the difference between "quickly check" and "can't right now".

Which actions work offline and which don't is covered here: Using Bexio offline: what works without internet.

How secure is mobile use of Bexio?

Security decides whether mobile accounting is even an option. Three points are key:

1. Sign-in without storing passwords. Vexlo signs in to Bexio directly via OAuth PKCE. Your password is never stored in the app.
2. App lock. Optionally protect the app with Face ID, Touch ID or fingerprint; your device code serves as fallback.
3. Swiss data processing. AI features run on Swiss servers, not on anonymous clouds abroad.

For larger companies with several employees, it also matters that everyone works with their own Bexio login and that permissions are inherited from Bexio.

Do you pay extra for a Bexio app?

You download the app itself for free from the App Store and Google Play. An existing Bexio subscription is enough. Optional AI features are admin-controlled; every organisation gets up to 25 free credits to try them out. There's no hidden second bill just for your phone.

Conclusion: Bexio belongs on your phone

Mobile accounting is no longer a compromise. It's the faster way. Invoices right after the meeting, receipts captured immediately instead of later, incoming payments as push notifications. That keeps your accounting up to date without costing you your evening. If you take your Bexio seriously, you take it with you.

The easiest way to see for yourself: Vexlo offers a demo mode with sample data, no Bexio account and no login required.