Bexio AG

The typical implementation process for Bexio AG software is fast, straightforward, and cloud-based, letting businesses go live in a matter of hours to a few days depending on complexity and customization needs. Most SMEs can be fully onboarded without technical resources, thanks to step-by-step wizards, guided setup, and extensive online support.

Implementation Process

• After subscribing, the user creates a company account and configures initial settings through a setup wizard.
• Master data (clients, products, chart of accounts) can be imported manually, via templates, or supported by Bexio onboarding services and coaching.
• Users configure tax rates, VAT accounting method, banks, and user permissions; Bexio offers helpdesk, phone support, webinars, and documentation for guidance.
• Key modules—CRM, invoicing, accounting, banking, project/time tracking, payroll—are set up and connected, often with direct support for customers opting for coaching or premium onboarding.
• Integration with external tools (e.g. e-banking, payment cards, workflow apps) is completed via guided wizards or API setup.
• Accountants and fiduciaries can be invited directly for collaborative access once data is migrated.
• Most clients are ready to process live invoices, financial entries, and payroll within 1–3 days, with some basic implementations completed in less than 8 hours.

• Advanced data migration, custom integration, or complex accounting scenarios can extend implementation up to 1–2 weeks.

Timeline

• Simple implementations (standard modules, import templates): Same day to 1 business day.
• Standard SME setups (master data migration, banking integration, VAT settings): 1–3 business days.
• Advanced/large team setups, training, external integrations, custom payroll: Up to 2 weeks.

• All customers receive free 30-day trial access for testing and setup before finalizing go-live.

Bexio’s onboarding is designed for rapid, accessible deployment and is supported by a highly rated setup team, online knowledge base, and direct coaching options for more complex Swiss business scenarios.

Bexio AG software offers a versatile range of customization options that enable businesses to tailor the platform to their specific needs across branding, workflows, data structures, reporting, and integrations.

Branding and Document Templates

• Custom document templates for invoices, offers, orders, and delivery notes allow configuration of logos, color schemes, fonts (including user-uploaded font files), and PDF letterheads.
• Document settings, headers, footers, payment slips, and column visibility can be enabled/disabled for different use cases or local requirements.

• Multiple templates can be created for diverse branding or document structure between product lines or departments.

Fields, Data, and Reporting

• Businesses can set up custom fields for contacts, products, companies, projects, and transactions—enabling unique data attributes per organization.
• Chart of accounts is fully configurable; sub-accounts and allocation rules can be added to address profit centers, production divisions, and cost tracking for advanced reporting needs.

• Custom reports and dashboards are available to display tailored KPIs, metrics, or summary views relevant to business priorities.

Workflows and Automation

• Users can automate reminders, recurring tasks, expense approvals, and manage multi-currency, inventory, and tax configurations aligned with specific operational workflows.
• Collaboration tools allow custom user roles and permissions, making team access or accountant collaboration suitable for unique business processes.

• Workflow automation platforms (e.g. Make, Zoho Flow, Latenode) enable building complex custom processes, integrating Bexio with myriad third-party systems through configurable triggers and actions.

Integration and API

• Bexio’s open REST API and partner marketplace allow business-specific extensions with e-commerce, analytics, banking, CRM, time tracking, and custom web apps, including deep automation with platforms like Zapier and Pipedream.

• Advanced API use cases include synchronizing custom fields, updating external customer databases, or building industry-specific integrations (e.g. MedTech cost centers).

General Configuration

• Tax rates, VAT accounting method, bank account connections, user permissions, and payroll options are fully configurable to fit Swiss compliance, international subsidiaries, or hybrid business models.

• Categories for contacts, products, and projects can be customized in type and number, supporting virtually any business classification or segmentation approach.

Bexio AG software provides a robust customization framework, enabling businesses to adapt branding, data models, workflows, integration, and reporting to suit both general and highly specialized requirements.

Bexio AG software primarily charges a monthly subscription fee, but there may be additional costs for certain services and advanced support. There are no hidden mandatory setup fees for most users, but specialized onboarding, data restoration, premium support, academy training, or database extraction incur extra charges beyond the standard plan.

Setup Fees: Setup is included for most self-onboarding clients, but Bexio or its partners may charge up to CHF 150 for personalized or assisted activation services or reverse charges for unused onboarding services.

Maintenance: Cloud hosting, updates, data backups, and standard support are included with the SaaS subscription (no separate maintenance charge for general use).

Support Charges

• Standard helpdesk, email, and phone support are included for all customers, with 365-day/year coverage.
• Premium services—such as data extraction (CHF 150/hour), database restores (CHF 400), FADP information requests (up to CHF 300), and court-ordered data edits (CHF 200-500)—are billed as needed.

• Webinar and academy training programs are free to cancel up to 24 hours before, but fully chargeable after this period.

Payroll and Advanced Features

• Payroll modules incur additional monthly fees (CHF 7/month for up to 1 employee, CHF 25/month for up to 5 employees, included in “Complete” package for up to 25 employees).

• AI-powered expense scanning through Bexio Go carries limits, with extra document reads charged for higher usage tiers.

Payment, Debt Collection, and Late Fees

• First payment reminders are free, but subsequent reminders cost CHF 30 each and late payment/collection fees escalate by claim value (CHF 45 suspension fee; installment fees; collection costs per outstanding amount).

• Debt collection processing fees vary by receivable size, e.g., CHF 60–260 for claims up to CHF 1,000.

Outsourced Accounting and Partner Services

• Certified partners may offer Bexio accounting setup or annual financial statement packages, e.g., CHF 300 for setup, CHF 150/quarter for reviews, CHF 1,500/year for full financial statements.

All pricing is exclusive of Swiss VAT. Bexio emphasizes transparent costs—standard support and updates are included, while specialized services, enhanced onboarding, and late-payment or legal interventions are billed separately.

Bexio AG offers a robust array of training and support options designed to help new users confidently implement and use their software. Support resources are available during onboarding and throughout daily operation, helping users tailor their workflows and resolve issues promptly.

Training Options

• Step-by-Step Setup Services: Bexio offers guided setup for basic company data, accounting, payroll, banking integration, and contact/address migration, either as self-service or with coaching from specialists.
• Bexio Academy: Users have access to a digital learning platform with on-demand courses, video tutorials, and webinars covering topics like accounting, payroll, software functions, and legal requirements.
• Webinars: Free, short, topic-specific training sessions (typically 30–45 minutes) are regularly scheduled online, led by Bexio and accounting professionals.
• Video Tutorials: Comprehensive video walkthroughs are available via YouTube and embedded in the help center for practical “how-to” guides covering everything from getting started to advanced customization.

• 30-day Free Trial: All new users are encouraged to trial the platform for a month to learn features with unlimited access to support resources.

Support Services

• Help Desk/Knowledge Base: The online help center contains detailed articles, FAQs, troubleshooting guides, and workflow documentation available 24/7 to all users.
• Phone and Chat Support: Direct phone and live chat are offered for rapid guidance, case escalation, and technical issue resolution.
• Email Support: Users can reach out to [email protected] for in-depth inquiries and ticketed problem solving, particularly for onboarding or migration steps.
• Dedicated Account Review: Bexio provides optional account check-ins within 30 minutes, ensuring a trouble-free business start and correct onboarding of key modules.

• Coaching for Complex Topics: Specialist coaching and partnership-based payroll setup are available for businesses with advanced accounting, payroll, or legal needs.

Bexio’s training and support ecosystem ensures SMEs and new users have every resource needed for a smooth, confident start—backed by guided learning, expert help, and multi-channel communication.

Bexio AG implements rigorous security measures to protect customer data, focusing on compliance, encryption, backup, and access controls. Data is hosted exclusively within Switzerland in ISO 27001-certified, multi-secured data centers, meeting Swiss and EU regulatory requirements (FADP and GDPR).

Core Security Measures

• Swiss Data Hosting: All customer data is stored in Swiss data centers, ensuring strict privacy and local legal protections.
• ISO 27001 Certification: Bexio’s infrastructure is audited and meets the international gold standard for information security management.
• SSL Encryption: All communications between client devices and Bexio servers are protected using high-grade SSL encryption, including HTTPS for web access.
• Regular Backups: Data is backed up frequently and encrypted, with copies stored in multiple geographic locations to mitigate catastrophic loss (e.g., disaster recovery).
• Access Controls: User authentication and configurable permissions restrict access within organizations; optional two-factor authentication (2FA) is available upon request.
• Continuous Updates: Security procedures and infrastructure are upgraded and tested regularly to stay ahead of emerging threats and vulnerabilities.
• Compliance: Full compliance with Swiss FADP and EU GDPR standards, including mandatory Order Processing Contracts (OPC) for data outsourcing and clear privacy policies.
• Technical and Organizational Security: Additional measures prevent unintentional, unlawful, or unauthorized manipulation, deletion, or access, and align with recognized best practices.

• Data Export and Backups: Customers can manually export their data; backup solutions from partner providers like SILEO offer automated, additional backup, and restore services at customer discretion.

Data Protection Practices

• Profiling/automated decision-making is minimal and regulated, with transparency and opt-out rights for customers.
• Password recommendations (use strong, unique passwords and change regularly) are communicated as part of customer education.

• Incident response includes monitoring, fraud detection, and legal support for both accidental and intentional data breaches.

Bexio AG’s security approach combines Swiss data residency, certified infrastructure, strong encryption, regulatory compliance, robust access controls, and multi-location backup, ensuring client data is safe, private, and recoverable.

Bexio AG releases updates regularly—often multiple times per month—to enhance functionality, security, and compliance, with all releases managed automatically through its cloud platform. Customers benefit from immediate access to new versions, features, and fixes without manual intervention or the need to schedule downtime.

Update Frequency and Delivery

• Major and minor feature updates, performance improvements, regulatory adjustments, and bug fixes are rolled out frequently, typically several times each month, as documented in public release notes.
• Example: In March 2025, Bexio Go mobile app updates and cockpit process note improvements were released, along with regular enhancements to system modules.bexio

• Additional optimization, such as AI-based receipt scanning ("Scan2Go"), compliance upgrades, and user interface changes are developed and deployed on an ongoing basis.

Release Management

• All updates are delivered directly via Bexio’s cloud infrastructure, meaning every user receives the same enhancements simultaneously and without disruptive software installs or manual patching.
• The Bexio Update News portal and timeline keeps clients informed about recent releases and ongoing product improvements.
• Security and compliance updates are handled confidentially and rapidly, ensuring the platform conforms to the latest standards and regulations.

• Updates typically require no user action—platform changes become available at login and are fully managed by Bexio's technical team.

Support and Transparency

• Users can review detailed release notes, changes, and bug fixes online to understand new features or updates through the help center and update timeline.

• Update management is part of the subscription—there are no extra charges or hidden fees for staying current with platform changes.

Bexio AG’s commitment to frequent, cloud-managed updates ensures fast delivery of new functionality, security patches, and compliance features, all with maximum transparency and minimal user effort.

Bexio AG maintains a clear policy that customers retain ownership of their business data stored on the platform, with extensive rights for data access and portability in compliance with Swiss FADP and EU GDPR standards. Data can be exported and transferred by authorized users, and customers may request deletion, backup, or migration at any time.

Data Ownership

• All customer-entered data on Bexio (business records, contacts, invoices, financials) is owned by the customer and not by Bexio AG.
• Bexio acts as a data processor; customers are treated as the data controllers with legal rights over data use, processing, and deletion.

• Only authorized users within each client’s organization or designated fiduciaries can view, export, or modify their data.

Data Portability

• Bexio provides a range of export options for business data, including CSV, Excel, and PDF formats for contacts, transactions, financials, and core accounting data.
• Export is available via the main dashboard (“Settings – Import/Export”), and backups or manual data extraction can be completed at any time by users with relevant permissions.
• Third-party integrations and API connections allow structured data transfer to other applications (e.g., ERP, e-commerce, analytics, accounting portals).
• In compliance with GDPR, customers may request data migration or direct transfer to another provider, to be fulfilled promptly and in standardized, machine-readable formats.

• Customers can request complete data erasure or backup via support channels, including court or FADP-driven requests, with detailed audit and access trails provided.

Legal and Support Provisions

• Data processing and portability is governed by Bexio’s Privacy Policy, General Terms and Conditions, and Swiss/EU law; standard contractual clauses are used for third-party processors.

• Additional support for backup, data retrieval, or export is provided via help center resources or (for complex/mass migrations) through paid premium support services.

Bexio AG empowers customers with full data control, straightforward export options, and strong legal assurances for data ownership and portability under both Swiss and EU standards.

Bexio AG offers very flexible terms for scaling subscriptions and modules up or down, allowing organizations to adjust packages, user counts, and payroll add-ons as needed directly from their account dashboard at any time.

Scaling Up

• Organizations can upgrade to a higher package, add more users, or enable add-ons such as payroll, project management, or advanced scanning through the “Package and options” section in account settings.
• Changes—upgrades to larger packages, more users, more payroll seats—take effect immediately, with charges prorated for the remainder of the current billing cycle when switching in the middle of the month (on monthly plan) or for the remainder of the subscription period (on annual plan).

• For scaling beyond standard limits (e.g., payroll for over 25 employees), direct contact with Bexio’s sales/support team enables custom expansion.

Scaling Down

• Downgrading to a lower package, reducing user numbers, or removing add-ons is also possible via the dashboard, with changes typically applied at the start of the next billing cycle.
• Annual subscription downgrades require at least one month’s notice before annual renewal, allowing customers to use their existing plan until the end of the paid year.

• Monthly plans allow immediate downgrades for the following month, without auto-renewal for the old plan.

Key Terms

• All package switches, payroll expansions, or reductions can be performed via self-service; no approval or manual processing is required for standard options.
• Charges for upgrades/downgrades are transparently managed and shown in the subscription “Overview”—with credits or charges applied for prorated periods as appropriate.
• Users can add or remove optional product extensions (modules, scanning limits) whenever organizational needs change, supporting seasonal business scaling.
• If an account is terminated, all add-on services must be ended separately; early termination processes and rights are referenced in the General Terms and Conditions.

• Customer service is readily available to advise or assist with custom or complex scaling scenarios.

Bexio AG’s policy makes scaling simple, immediate, and cost-transparent—enabling startups and established firms to tailor service levels as their needs evolve.

Bexio AG enforces clear contract renewal and cancellation terms, with automatic subscription renewal unless the customer cancels, transparent notice periods, self-service cancellation, immediate termination for cause, and legal compliance under Swiss law.

Contract Renewal

• Subscriptions (monthly or annual) are automatically renewed for the next billing period unless properly canceled before the current period ends.
• Renewal takes effect without prior warning or manual intervention; invoices are sent automatically upon renewal, reflecting the next contract term.
• Customers should be aware that tacit renewal is standard; proactive management is required to avoid unwanted charges or renewals.

• Any changes or amendments to the General Terms and Conditions (GTC) are published and deemed accepted by the customer if no objection is raised within 14 days.

Cancellation Policy

• To cancel, customers must use the online cancellation form in their account (“Package and options” in platform settings), confirming via a link in a Bexio email.
• Cancellation applies at the end of the current billing period (end of the month for monthly plans or end of term for annual plans)—there is a minimum one-month notice period required.
• Accounts are blocked after expiration of notice, with confirmation of termination provided to the customer by email.
• Immediate termination is allowed “for good cause,” such as bankruptcy, significant breach of GTC, non-payment after grace period, or other legal violations.
• Subscriptions and add-ons must be cancelled separately to avoid continued billing for additional services; contractual term of third-party integrations may remain in force until independently terminated.
• Customers are responsible for saving/exporting their data before the end of their contract; there is no obligation on Bexio to provide post-termination access to the platform or data if not explicitly requested before expiration.

• Refunds are rarely offered for unused time; termination stops future charges but does not retroactively refund for unused months.

Key Points

• Automatic renewal by default.
• One-month notice (monthly and annual plans) for termination.
• Self-service online cancellation with email confirmation.
• Separate cancellation for add-ons (e.g., payroll, third-party services).
• Immediate termination for cause (legal breach, bankruptcy, non-payment).
• Data export responsibility rests with the customer.

• Swiss law and jurisdiction govern contract disputes and terms.

Bexio AG emphasizes user-managed contract status and requires direct online action to cancel; otherwise, subscriptions automatically prolong for the next term.

Bexio AG software meets a comprehensive range of compliance standards for data protection, accounting, and payroll—making it suitable for Swiss and EU business requirements.

Data Protection and Privacy

• Swiss FADP (Federal Act on Data Protection): All data is hosted in Switzerland in ISO 27001-certified data centers, ensuring strict compliance with national laws on personal and financial data handling.
• EU GDPR (General Data Protection Regulation): Bexio complies with the GDPR for clients handling EU customer data and offers standard Order Processing Contracts (OPC) for outsourced data processing, ensuring users retain legal control over their information.

• Data Hosting: All servers and backups are physically located in Switzerland, meeting both Swiss and EU residency requirements.

Certifications

• ISO 27001: Bexio’s underlying infrastructure carries this globally recognized certification for information security management, confirming secure data storage, access control, and incident management best practices.

Accounting and Payroll Compliance

• Swiss Tax Law: Automated VAT, QR-bill compliance, and up-to-date rule changes are built into the platform, supporting all legal Swiss accounting and tax requirements for SMEs.
• Swissdec Certification: Bexio’s payroll module is Swissdec 5.0 certified, enabling direct, legally recognized e-reporting to Swiss authorities (e.g., insurance, pension, AHV/ALV, BVG).

• Audit-Ready Reporting: Standard accounting templates and legally-compliant financial reports enable effortless preparation for audits and Swiss tax filings.

Ongoing Compliance Features

• Automated Regulatory Updates: Platform modules (Finance, VAT, Payroll) are continually updated for the latest Swiss and EU requirements, ensuring sustained legal conformity.

• Compliance Partner Apps: Marketplace includes apps (e.g., Legally ok) for GDPR- and FADP-compliant website privacy, cookie banners, and additional compliance features.

Bexio AG’s broad compliance profile combines Swiss/EU data protection laws, ISO 27001-certified cloud infrastructure, Swissdec e-payroll, automated local tax handling, and marketplace partner solutions to deliver a legally secure, audit-ready business platform for Swiss and international SMEs.