What does quintio back up into your Google Drive?

quintio mirrors ten document types from bexio into your own Google Drive — the inbox, invoices, quotes, orders, delivery notes and purchase orders, the attachments of supplier invoices, supplier credit notes and expenses, plus files on contacts. Everything ends up in a “quintio” folder in your Drive: one subfolder per connected bexio company, inside it one folder per document type, sorted by year — for the inbox also by month. The first sync starts right after connecting, newest documents first; after that, quintio checks for changes every 15 minutes and reconciles the entire stock every night. Nothing ever changes in your bexio — the connection is read-only.

Which documents does quintio back up?

There are two groups. Uploaded files are mirrored in their original form — every format that lives in bexio (.pdf, .jpg, .png, .xlsx, …). Document PDFs (invoices, quotes, orders, delivery notes, purchase orders) do not exist in bexio as finished files — bexio only generates them on demand; quintio fetches them and stores them as PDFs.

Document type	What gets mirrored	Folder in your Drive
bexio inbox	every file, original format — incl. receipts on manual entries	Posteingang/year/month
Invoices	the document PDF	Rechnungen/year
Quotes	the document PDF	Offerten/year
Orders	the document PDF	Aufträge/year
Delivery notes	the document PDF	Lieferscheine/year
Purchase orders	the document PDF	Bestellungen/year
Supplier invoices	all attachments, original format	Lieferantenrechnungen/year/month
Supplier credit notes	all attachments, original format	Posteingang/year/month
Expenses	all attachments, original format	Aufwendungen/year/month
Files on contacts	every file, original format	Kontakte/contact name-no.

Note: the folder names themselves (Posteingang, Rechnungen, …) are German — these are the real names quintio creates in your Drive, identical for all customers. You can rename them at any time (see below).

Four remarks:

• Archived files are included. bexio archives an inbox file automatically once it is booked — for the backup that makes no difference: archived files are mirrored exactly like active ones.
• Receipts on manual entries are included. A receipt you attach to a manual entry in bexio counts as part of the inbox — quintio mirrors it like any other inbox file, into Posteingang/year/month.
• Two document types depend on your bexio plan. Purchase orders and files on contacts only exist in plans that also expose these features via the API. If your plan does not expose them, quintio simply skips the two types — everything else continues normally, with no error message. The details are in “Why are certain document types missing?”.
• How the mirrored files are named is explained in “How does quintio name your files?” — in short: uploaded files keep their bexio name, document PDFs get a readable name like 2026-03-12_Rechnung-RE-2041_Muster AG.pdf.

What is not backed up?

• Picking slips and sales credit notes — the bexio API does not provide these files. As soon as that changes, we will add them.
• Banking, payroll, projects, stock and articles — quintio backs up documents. For everything else, quintio deliberately requests no permissions at all.
• The accounting data itself. Bookings, accounts and reports live in bexio — quintio mirrors the receipts (including those on manual entries), not the database.
• Individual files over 25 MB. quintio skips such outliers; all other files are mirrored normally, unaffected.

Which folder structure does quintio create in your Drive?

When connecting, quintio creates a “quintio” folder in your “My Drive”. Inside it, every connected bexio company gets its own subfolder, where the document types sort themselves:

My Drive
└── quintio
    └── bexio – Musterfirma AG
        ├── Posteingang/2026/07
        ├── Lieferantenrechnungen/2026/07
        ├── Aufwendungen/2026/07
        ├── Rechnungen/2026
        ├── Offerten/2026
        ├── Aufträge/2026
        ├── Lieferscheine/2026
        ├── Bestellungen/2026
        └── Kontakte/Muster AG-1234

The rules behind it:

• Year folders: for invoices, quotes, orders, delivery notes and purchase orders, the document date counts. For the inbox, supplier invoices and expenses, it is the date the file arrived in bexio — those three additionally get a month folder, because that is where most files accumulate.
• Folders only appear with their first file. There are no empty year or month folders.
• One folder per contact: files on contacts live in their own folder per contact, named after the contact name plus the bexio contact number (for example Muster AG-1234) — so two contacts with the same name stay apart.
• Supplier invoices and expenses take a moment. Their attachments first appear in the Posteingang folder and are moved into their own folder automatically as soon as bexio reports the assignment via the API — usually within an hour. If the assignment is removed in bexio, the file moves back to the inbox.
• Supplier credit notes have no folder of their own. The API reports no assignment for them — their attachments stay in the Posteingang folder.
• Receipts on manual entries stay in the inbox. They do not get a folder of their own either — they live in the Posteingang folder, sorted by year and month.
• Several companies, one Google Drive: you connect Google only once. Every additional bexio company gets its own “bexio – …” folder under the same “quintio” folder — handy for fiduciaries with several mandates. When connecting further companies you can also pick a different target folder, for example in a shared drive.

Which filing structure works well for SMEs in general — and why document type and year are a solid base — is covered on the blog in Bookkeeping folder structure.

May you rename, move or share the folders?

Yes. quintio does not remember its folders by name but by their internal Drive ID — renaming, moving and sharing (for example a single company folder for your fiduciary) are possible at any time without breaking the sync. Moving into a shared drive works too; if quintio lacks the necessary permissions there, the portal shows it before anything goes wrong. And if the “quintio” folder accidentally lands in the trash, quintio notices, sends you an email — and recreates everything freshly after one click on “Reconnect”.

How does the backup work?

The first sync: newest documents first

As soon as bexio and Google Drive are connected, the first sync starts — with no waiting time. quintio works backwards through your history: the newest documents first, then further and further back, until the complete stock is mirrored. That way, the documents you are most likely to need are there first.

After that: every 15 minutes

Every 15 minutes, quintio checks via the bexio API whether new documents have arrived or existing ones have changed, and updates the mirror. The one exception is files on contacts: the API offers no “what’s new?” query for them — they are refreshed once a day during the full reconciliation.

Every night: the full reconciliation

Once per night, quintio compares three sides: the stock in bexio, the mirror’s internal ledger and the files in your Google Drive. If a file is missing — for example because it was accidentally deleted in Drive — it is automatically mirrored again. In addition, quintio verifies a nightly sample of already-mirrored files by checksum against the original.

Every file exactly once — with a checksum

quintio keeps an internal ledger of every mirrored file: which bexio document, which checksum, which file in your Drive. That is why no duplicates appear — every document is mirrored exactly once, even if a sync is repeated or the connection drops midway. Every transfer is verified with a SHA-256 checksum; if something does not match, the sync rather stops than store a corrupted file.

When a document changes

If a document changes later in bexio, quintio updates the existing file: same file, new version, no duplicate. Sharing links stay valid, and you will find earlier versions in Google Drive’s version history. Only real content changes are carried over — a re-fetched but unchanged document does not create a new version.

When a document is deleted or archived in bexio

The file in your Drive stays. quintio never deletes anything in your Google Drive as a matter of principle — that is exactly the point of the backup: what has been mirrored once stays preserved, even if it disappears in bexio. This also holds when you disconnect a company or cancel your quintio account: your files and folders remain untouched in your Drive.

How protected are your credentials and data?

• No password at quintio. Both connections run via OAuth — you sign in directly with bexio resp. Google, quintio only receives an access token and never knows your passwords.
• bexio: read-only. quintio requests read permissions exclusively and cannot create, change or delete anything in your bexio.
• Google Drive: its own folder only. quintio uses Google’s restricted drive.file permission and thus only sees folders and files it created itself. quintio can neither list nor open the rest of your Drive.
• No document copy at quintio. Your files flow straight from bexio to Google — quintio stores them nowhere. Only checksums and metadata for the mirror’s ledger are kept.
• Credentials encrypted. The access tokens are stored encrypted (AES-256-GCM, one key per token), and every use is recorded in an immutable log.
• Location EU. Processing runs on servers in Amsterdam, the database is in Frankfurt.

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Connecting takes about a minute: log in to the portal, connect bexio, connect Google Drive — the first sync starts immediately.