The Scenario
A billing error went out two weeks ago — wrong amount charged on 18 subscriptions. The refunds have already been processed at the payment processor. What's still missing are the Lexoffice credit notes: one per customer, each linked to the original invoice, each for the correct refund amount. Your accountant has asked three times. The data is in an Excel workbook — contact IDs in column A, original invoice references in column B, refund amounts in column C, approval status in column D. Nothing is stopping this except the 20 minutes per credit note it takes to do manually.
The bad version:
- Open Lexoffice, navigate to Credit Notes, click New, find the original invoice by reference number, enter the refund amount, set the tax treatment, finalize — repeat 18 times
- Hit four rows where the contact ID format in the workbook doesn't match Lexoffice — stop to track down the correct IDs
- Submit the remaining 14, explain to the accountant why four are still missing, and spend Friday morning cleaning up the last ones
The refunds went out two weeks ago. The credit notes are the only thing still open.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Excel workbook. It reads the refund data and creates each Lexoffice credit note from the row — no form navigation, no manual field entry.
Open the refund workbook and type:
Create a finalized credit note in Lexoffice for each row using contact ID in column A, original invoice reference in B, and refund amount in C
What You Get
- A finalized Lexoffice credit note created for each row, with the correct contact, invoice reference, and refund amount
- The Lexoffice credit note ID written back into column E for each successful row
- Error notes for any rows where the contact ID or invoice reference didn't resolve — so you know which four to investigate
What If the Data Is Not Quite Ready
Only approved refunds should be processed
Generate draft credit notes in Lexoffice for all rows where Refund Status in column D is "approved" — use contact ID in A, original invoice reference in B, and refund amount in C
Refund amounts are gross and need to be converted to net
For each row where column D is "approved", calculate the net refund from the gross amount in column C using the VAT rate in column E, then create a finalized Lexoffice credit note using contact ID in A, invoice reference in B, and the net refund amount
Some rows are missing the original invoice reference
For rows where column B is blank, look up the most recent Lexoffice invoice for the contact ID in column A and use that as the reference — then create the credit note using the refund amount in column C
Full pass: validate, create, and log in one shot
For all rows where column D is "approved": verify the contact ID in column A resolves in Lexoffice, flag any that don't with "contact not found" in column F, create finalized credit notes for the valid rows using invoice reference in B and refund amount in C — write the credit note ID into column G
One prompt closes the accounting loop on all 18 refunds.
Try It
Get the 7-day free trial of SheetXAI and open the refund tracking workbook — ask it to generate the Lexoffice credit notes and your accountant will have what they need before the end of the day. You can also look at how to export open invoice payment status, or return to the full Lexoffice integration overview.