Velvet Creative Office GmbH is a Swiss creative services company that provides its clients with professional consultancy and creative services. With an agile team and a clear focus on quality and client-centricity, the company relies on modern software solutions to streamline its internal processes and focus fully on its core business.
Initial situation
The company was already using MOCO as its main project management and invoicing tool. To handle its accounting professionally, it introduced another accounting tool: Bexio.
The resulting core problem was that all invoices created in MOCO had to be entered manually a second time in Bexio. This duplication of effort led to:
- Duplicate data entry for every invoice
- An additional 15–30 minutes per task
- Risk of errors due to the manual transfer of invoice amounts
- Lack of a real-time overview of payment status in project management
The company was looking for an automated solution that would transfer invoice data directly from MOCO to Bexio – without the need for manual intervention and without altering the established project management workflow.
Solution
To eliminate manual double-entry, an automated real-time integration between MOCO and Bexio was implemented via the Make automation platform. The solution is based on three clearly defined components:
Directed data flow: MOCO as the master system
MOCO acts as the lead system. All invoice data is automatically synchronised from MOCO to Bexio. Data is only fed back specifically regarding payment status: as soon as an invoice (or partial invoice) is marked as paid in Bexio, this status is automatically transferred back to MOCO and the relevant project managers are notified.
Make als Integrations-Engine
Make was implemented as the central middleware and connects the open APIs of both tools directly, without the need for an intermediate database. All transformations and data mappings take place entirely within Make. New companies or contacts created in MOCO automatically appear in Bexio as well, ensuring correct invoice allocation right from the start.
Advanced automation scenarios
In addition to the basic synchronisation, additional scenarios have been implemented to cover exceptional cases:
- Invoice cancellations in MOCO are automatically reflected in Bexio
- Project managers receive automatic notifications when payments are received
- The solution has been rolled out internally and can be managed independently – without ongoing support costs
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