--- title: Invoice & Expense Automation with AuximoLens and bexio description: "How Auximo connects supplier invoices, expense receipts and approvals to bexio: AuximoLens extracts details and suggests accounts and VAT for review." image: https://www.auximo.ch/hubfs/008_Blog/invoice-expense-two-journeys-diagram-featured.png --- [Skip to main content](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#main-content) [![Auximo-Logo-Black](https://www.auximo.ch/hs-fs/hubfs/001_Logo/Auximo-Logo-Black.png?width=170&height=49&name=Auximo-Logo-Black.png) ![Auximo-Logo-Black](https://www.auximo.ch/hs-fs/hubfs/001_Logo/Auximo-Logo-Black.png?width=120&height=34&name=Auximo-Logo-Black.png) ![Auximo-Logo-Black](https://www.auximo.ch/hs-fs/hubfs/001_Logo/Auximo-Logo-Black.png?width=170&height=49&name=Auximo-Logo-Black.png) ![Auximo-Logo-Black](https://www.auximo.ch/hs-fs/hubfs/001_Logo/Auximo-Logo-Black.png?width=120&height=34&name=Auximo-Logo-Black.png)](https://www.auximo.ch/en-gb/home?hsLang=en) - [Home](https://www.auximo.ch/en-gb/home) - [Show submenu for Competences Competences](https://www.auximo.ch/en-gb/auximocompetences) - [AuximoDevelopment](https://www.auximo.ch/en-gb/auximodevelopment) - [AuximoEducation](https://www.auximo.ch/en-gb/auximoeducation) - [AuximoCare](https://www.auximo.ch/en-gb/auximocare) - [Stories](https://www.auximo.ch/en-gb/auximostories) - [Solutions](https://www.auximo.ch/en-gb/auximosolutions) - [Blog](https://www.auximo.ch/en-gb/blog) - [Show submenu for About us About us](https://www.auximo.ch/en-gb/aboutauximo) - [About Auximo](https://www.auximo.ch/en-gb/aboutauximo) - [Team](https://www.auximo.ch/en-gb/auximoteam) - [Partners](https://www.auximo.ch/en-gb/auximopartners) - [Contact](https://www.auximo.ch/en-gb/auximocontact) - Show submenu for translations EN - [Deutsch – Schweiz](https://www.auximo.ch/de-ch/blog/rechnungs-spesenautomatisierung-auximolens-bexio) Open main navigation Close main navigation - [Home](https://www.auximo.ch/en-gb/home) - Show submenu for Competences Competences - Competences - [Competences](https://www.auximo.ch/en-gb/auximocompetences) - [AuximoDevelopment](https://www.auximo.ch/en-gb/auximodevelopment) - [AuximoEducation](https://www.auximo.ch/en-gb/auximoeducation) - [AuximoCare](https://www.auximo.ch/en-gb/auximocare) - [Stories](https://www.auximo.ch/en-gb/auximostories) - [Solutions](https://www.auximo.ch/en-gb/auximosolutions) - [Blog](https://www.auximo.ch/en-gb/blog) - Show submenu for About us About us - About us - [About us](https://www.auximo.ch/en-gb/aboutauximo) - [About Auximo](https://www.auximo.ch/en-gb/aboutauximo) - [Team](https://www.auximo.ch/en-gb/auximoteam) - [Partners](https://www.auximo.ch/en-gb/auximopartners) - [Contact](https://www.auximo.ch/en-gb/auximocontact) - Show submenu for translations EN - English - [Deutsch – Schweiz](https://www.auximo.ch/de-ch/blog/rechnungs-spesenautomatisierung-auximolens-bexio) - Search - [Book appointment](https://outlook.office.com/book/AuximoTechGmbH1@auximo.ch/?ismsaljsauthenabled) [Book appointment](https://outlook.office.com/book/AuximoTechGmbH1@auximo.ch/?ismsaljsauthenabled) Search 1. [Home](https://www.auximo.ch/en-gb/home?hsLang=en) 2. [Blog](https://www.auximo.ch/en-gb/blog) 3. Invoice & Expense System with AuximoLens: How Documents Reach bexio [Process Automation](https://www.auximo.ch/en-gb/blog/tag/process-automation) # Invoice & Expense System with AuximoLens: How Documents Reach bexio By [Ehsan Qadir](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#author), Lead RPA· Published 6 November 2026 Auximo's invoice and expense system connects supplier invoices, expense receipts and approvals with bexio. AuximoLens, our in-house document analysis system, extracts the key details and prepares account and VAT suggestions, so people review information instead of typing it. Supplier invoices reach bexio after review and approval; expenses reach bexio directly after submission through the Expenses App. Contents 1. [Why we built this](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#why-we-built-this) 2. [Two journeys at a glance: invoices and expenses](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#two-journeys-at-a-glance-invoices-and-expenses) 3. [The tools behind the invoice and expense workflow](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#the-tools-behind-the-invoice-and-expense-workflow) 4. [How the invoice workflow works: from inbox to bexio](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#how-the-invoice-workflow-works-from-inbox-to-bexio) 5. [How the expense workflow works: from receipt to bexio](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#how-the-expense-workflow-works-from-receipt-to-bexio) 6. [When a document needs a closer look](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#when-a-document-needs-a-closer-look) 7. [What this means for your team](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#what-this-means-for-your-team) 8. [Frequently asked questions](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#frequently-asked-questions) 9. [Give every document a clear next step](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#give-every-document-a-clear-next-step) 10. [Want the invoice and expense system automated for your company?](https://www.auximo.ch/en-gb/blog/invoice-expense-automation-auximolens-bexio#want-the-invoice-and-expense-system-automated-for-your-company) ## Why we built this An invoice takes seconds to arrive. Why does the work take so much longer? **It starts with something small.** An invoice lands in your inbox. A colleague returns from a business trip with a receipt. Someone buys something for the office and promises to submit the expense later. Nothing unusual. Just another working day. **Then the questions begin.** Where should this document go? Who needs to approve it? Has someone already entered the amount? Which account does it belong to? What about the VAT? *The document itself is rarely the difficult part. It is everything that happens afterwards.* ## Two journeys at a glance: invoices and expenses > Invoices reach bexio after review and approval. Expenses reach bexio directly after submission through the Expenses App, both with the account and VAT type suggestions needed to book them in bexio. The destination is shared; the route is different. ![Diagram of the two journeys: invoices received by email go through the invoice approval app and reach bexio after approval; receipts uploaded in the Expenses App are analysed, reviewed, submitted and recorded in bexio.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/invoice-expense-two-journeys-diagram.png?width=1070&height=330&name=invoice-expense-two-journeys-diagram.png) Two entry points and two distinct routes through the work. ## The tools behind the invoice and expense workflow The experience feels simpler when the tools work together. Employees see the app and the information they need; the connections behind it carry the document and its details between steps. ![Diagram of the tools behind the workflow: email invoices and the Expenses App built with Power Apps feed AuximoLens and Auximo automation, which connect to SharePoint for records and documents and to bexio for accounting.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/invoice-expense-tools-auximolens-bexio-diagram.png?width=1180&height=340&name=invoice-expense-tools-auximolens-bexio-diagram.png) The main connections behind the systems. The invoice and expense routes use these tools differently. ### Email for incoming invoices The invoice journey begins in the mailbox. A supplier invoice received by email enters the invoice processing workflow, so the team has a defined place to start. ### Power Apps for the people doing the work The invoice approval app lets the responsible person review invoices and manages the statuses In Process, Approved and Rejected. ![Start screen of the Auximo Invoice Approval app for reviewing, approving or rejecting supplier invoices, with the statuses Rejected, In Process and Approved.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/auximo-invoice-approval-app-statuses.webp?width=1439&height=805&name=auximo-invoice-approval-app-statuses.webp) The separate Expenses App lets employees upload receipts, analyse them, review the information and submit their expenses. ![Auximo Expenses App on a phone: attach a receipt, analyse it and complete fields such as company, category, amount, currency, date and country before saving and sending to bexio.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/auximo-expenses-app-receipt-scanning.webp?width=458&height=811&name=auximo-expenses-app-receipt-scanning.webp) ### AuximoLens for document analysis AuximoLens is our in-house document analysis system, integrated into both our invoice and expense workflows. It extracts key details and helps reduce manual entry while keeping information available for review and correction. ### Auximo automation for the connections Power Automate and Python components coordinate the processing. The accounting suggestion component uses document information alongside the available bexio accounts and VAT options to prepare a recommendation. ### SharePoint for records and documents SharePoint supports the records and supporting documents used in the workflows, including the invoice approval process. This background storage helps keep information organised as work moves between steps. ### bexio for the accounting connection Approved supplier invoices and submitted employee expenses are sent to bexio. Invoices pass through the approval app first. Expense submissions send an email into the processing workflow, followed by bexio suggestions and submission. The account and VAT master data also support the accounting suggestions. ## How the invoice workflow works: from inbox to bexio Imagine opening a supplier invoice on a busy Monday morning. Before anyone can decide what to do with it, the supplier, dates and total need to be identified. Someone also needs to understand what the purchase was for. Auximo's workflow extracts invoice details and prepares accounting and VAT suggestions. Instead of starting with a blank record, the reviewer begins with information taken from the document. The invoice then appears in the invoice approval app with the status In Process. It is waiting for a decision, with a place in the process rather than being another attachment to remember. ![Flowchart of the invoice workflow: invoice received by email, invoice details extracted and suggestions prepared, status In Process in the invoice approval app, review by the responsible person, then Approved and sent to bexio or Rejected.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/invoice-approval-workflow-email-to-bexio.png?width=1040&height=880&name=invoice-approval-workflow-email-to-bexio.png) From an email attachment to review in the invoice app and transfer to bexio after approval. ### A decision that stays visible The responsible person reviews the invoice and chooses Approve or Reject. The app shows the resulting status. Approved invoices are then sent to bexio. Rejected invoices do not continue through that approved-invoice transfer. > **Prepared information and human judgement.** Extracting an amount or suggesting an account does not approve a purchase. The review in the invoice approval app is a separate decision. ## How the expense workflow works: from receipt to bexio Meanwhile, a colleague has just paid for something for work. The receipt goes into a pocket. A photo is taken. There is a good chance the thought that follows is familiar: I will deal with this later. Later, the receipt may still be there, but the details are less clear. What was the purchase for? Which amount should be entered? Where should it be submitted? The Auximo Expenses App gives that receipt a place to go while the purchase is still fresh. ### 1. Upload the receipt and let the analysis begin The employee uploads a receipt image or PDF and runs the analysis. The system helps populate the expense form with information such as the vendor, date, amount, currency and VAT details, depending on what is visible on the document. ### 2. Check the details and add the context The employee reviews the result, corrects anything that needs attention and completes the remaining fields. The receipt supplies the purchase details; the employee supplies the context the document cannot explain. ### 3. Submit the expense and let the workflow continue When the employee submits the expense, the app sends an email into the processing workflow. AuximoLens processes the document, the bexio account and VAT suggestions are prepared, and the expense is then submitted to bexio. This route uses the shared processing components without the invoice approval app's review stages. ![Flowchart of the expense workflow: upload receipt in the Expenses App, analyse and review the details, submit the expense, the app sends an email, AuximoLens processes the document, bexio account and VAT suggestions are prepared, and the expense is submitted to and recorded in bexio.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/expense-workflow-receipt-to-bexio.png?width=1100&height=450&name=expense-workflow-receipt-to-bexio.png) > **Two apps with different jobs.** The invoice app handles approval decisions. The Expenses App collects expense submissions and sends the email that starts their processing. Both routes lead to bexio. ### The small change that matters The employee submits while the purchase is still easy to remember. The email handover then carries the receipt and its details into the accounting workflow. ## When a document needs a closer look Everyday documents are imperfect. A receipt may be blurred, an invoice may use an unfamiliar layout, or a purchase description may be too vague to support a confident recommendation. Extracted information and accounting suggestions still need appropriate review. In the invoice pipeline, processing failures can be separated for investigation. In the Expenses App, the employee checks and corrects the fields before submitting. Account and VAT suggestions help prepare the work. Their value comes from giving someone a useful starting point and making the details available for a decision. ## What this means for your team ### Less manual entry AuximoLens extracts document details and helps prepare account and VAT suggestions, reducing repetitive typing. ### Clear approval status The invoice app shows which invoices are In Process, Approved or Rejected, so the next step is easier to see. ### Connected accounting Approved invoices and submitted expenses move through their respective workflows into bexio, reducing manual handovers. Whether an invoice arrives by email or a receipt is submitted through the Expenses App, your team has a clear process to follow, from the first document to its entry in bexio. ## Frequently asked questions ### Do invoices and expenses follow the same flow? No. Supplier invoices arrive by email, enter the invoice approval app and are sent to bexio after approval. The Expenses App sends an email after submission. The expense then follows the shared bexio suggestion and submission path, without the invoice approval stage. ### What do the invoice statuses mean? In Process means the invoice is awaiting a decision. Approved means it has been accepted and proceeds to bexio. Rejected means it has been declined and does not proceed through the approved-invoice route. ### Can employees correct the receipt analysis? Yes. Employees review the populated expense fields and can correct or complete them before submitting. ### Does AI replace the person approving the invoice? No. AI helps read documents and prepare suggestions. The responsible person makes the approval or rejection decision in the invoice app. ## Give every document a clear next step Think back to the Monday morning invoice and the receipt waiting on someone's phone. Each now has a place to start and a route to follow. That is the practical goal behind Auximo's invoice and expense systems: help people finish the work around a document, with less information copied and fewer decisions left unclear. ## Want the invoice and expense system automated for your company? How much work happens after an invoice or receipt reaches your business? Talk to Auximo about connecting document analysis, invoice approvals and expense submission around the way your team works. Learn more about our [solutions](https://www.auximo.ch/en-gb/auximosolutions?hsLang=en) and [AuximoDevelopment](https://www.auximo.ch/en-gb/auximodevelopment?hsLang=en). ![Ehsan Qadir](https://www.auximo.ch/hs-fs/hubfs/004_Team/Ehsan_Qadir.jpg?width=96&height=96&name=Ehsan_Qadir.jpg) About the author Ehsan Qadir · Lead RPA, Auximo Ehsan Qadir is Lead RPA at Auximo. He holds a Bachelor of Science (B.Sc.) in Electrical Engineering, and his strengths include Power Automate, robotic process automation (RPA) and AI. ## Talk to Auximo Book an appointment with the Auximo team to discuss the processes you would like to automate. [Book appointment](https://outlook.office.com/book/AuximoTechGmbH1@auximo.ch/) Explore Auximo services - [Solutions](https://www.auximo.ch/en-gb/auximosolutions?hsLang=en) - [AuximoDevelopment – process automation & software](https://www.auximo.ch/en-gb/auximodevelopment?hsLang=en) - [Success stories](https://www.auximo.ch/en-gb/auximostories?hsLang=en) - [Contact](https://www.auximo.ch/en-gb/auximocontact?hsLang=en) ## Related articles [![Diagram: project work and invoices flow into Auximo, which checks, calculates and writes up the weekly project status report as a Word document.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/project-report-data-flow-diagram-featured.png?width=600&height=340&name=project-report-data-flow-diagram-featured.png)](https://www.auximo.ch/en-gb/blog/weekly-project-status-report-azure-devops?hsLang=en) Process Automation6 Nov 2026 ### [Automated Weekly Project Status Reports with Azure DevOps](https://www.auximo.ch/en-gb/blog/weekly-project-status-report-azure-devops?hsLang=en) [![Example of an Outlook calendar event used for automated time tracking, with the Azure DevOps work item number in square brackets in the title.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/calendar-time-tracking-outlook-event-example-featured.png?width=600&height=340&name=calendar-time-tracking-outlook-event-example-featured.png)](https://www.auximo.ch/en-gb/blog/calendar-based-time-tracking-azure-devops?hsLang=en) Process Automation6 Nov 2026 ### [Calendar-Based Weekly Time Tracking with Azure DevOps](https://www.auximo.ch/en-gb/blog/calendar-based-time-tracking-azure-devops?hsLang=en) [![Overview of the Meeting Summarizer & Task Creator Agent: Teams transcripts and Outlook invites flow through Power Automate and Azure OpenAI into Azure DevOps tasks and a recap email.](https://www.auximo.ch/hs-fs/hubfs/008_Blog/meeting-summarizer-agent-overview-diagram-featured.png?width=600&height=340&name=meeting-summarizer-agent-overview-diagram-featured.png)](https://www.auximo.ch/en-gb/blog/meeting-summarizer-task-creator-agent-teams-azure-devops?hsLang=en) AI & Agents6 Nov 2026 ### [Meeting Summarizer & Task Creator Agent for Teams and Azure DevOps](https://www.auximo.ch/en-gb/blog/meeting-summarizer-task-creator-agent-teams-azure-devops?hsLang=en) ![Auximo-Logo-White](https://www.auximo.ch/hs-fs/hubfs/001_Logo/Auximo-Logo-White.png?width=250&height=72&name=Auximo-Logo-White.png) - - - - - [Home](https://www.auximo.ch/en-gb/home) - [Competences](https://www.auximo.ch/en-gb/auximocompetences) - [Success Stories](https://www.auximo.ch/en-gb/auximostories) - [Blog](https://www.auximo.ch/en-gb/blog) - [Contact us](https://www.auximo.ch/en-gb/auximocontact) - - [Terms and Conditions](https://www.auximo.ch/en-gb/auximotermsandconditions) - [Data Protection](https://www.auximo.ch/en-gb/auximodataprotection) - [Legal Notice](https://www.auximo.ch/en-gb/auximolegalnotice) ©2026 Auximo Tech GmbH. All rights reserved. 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