The Scenario
Three weeks ago a billing error on your subscription platform charged 18 customers the wrong amount. You caught it, issued apologies, and compiled the approved refund amounts alongside the original invoice IDs into a sheet. Your accountant has been waiting on the Lexoffice credit notes ever since — you need one per refund, each correctly linked to the original invoice, before the books close this Friday.
The bad version:
- Open Lexoffice, navigate to Credit Notes, click New, find the original invoice by ID, enter the refund amount, set the correct tax treatment, finalize — and repeat 18 times
- Realize halfway through that three of the contact IDs in your sheet are the old CRM format and don't resolve to anything in Lexoffice, so those three are stuck while you track down the correct IDs
- Get to Friday with 15 of 18 credit notes done, explain to your accountant why three are still outstanding, and spend another hour on Monday cleaning up
Your books are already a week behind the refunds going out. Each day without the credit notes makes the reconciliation messier.
The Easy Way: One Prompt in SheetXAI
SheetXAI is an AI agent that lives inside your Google Sheet. It reads the refund data and creates each Lexoffice credit note from the row — no form navigation, no manual field entry.
Open the refund sheet 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 the sheet for every row that succeeded
- Error notes for any rows where the contact ID or invoice reference didn't resolve — so you know exactly which three need attention before the books close
What If the Data Is Not Quite Ready
Only some refunds have been approved yet
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 include VAT and you need the net figure
For each row in this sheet where column D is "approved", calculate the net refund amount from the gross 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 calculated net 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 invoice number as the reference — then create the credit note using the refund amount in column C
Full reconciliation 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, then create finalized credit notes for the valid rows using invoice reference in B and refund amount in C — write the resulting credit note ID into column G
One prompt handles validation and creation together.
Try It
Get the 7-day free trial of SheetXAI and open your refund tracking sheet — ask it to generate the Lexoffice credit notes and you'll have all 18 created in the time it takes to write a message to your accountant. You can also look at how to export invoice payment status, or return to the full Lexoffice integration overview.