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Enter it once, reuse it all the way to the invoice.

Quote, order confirmation and invoice are stages of the same process. Line items, prices, customer and tax move along with it. You never type anything twice.

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The path of a process

The process stays the same record. Only its status changes.

  1. Create a quoteMix items from your catalogue, free line items, hourly rate, travel and flat fees as you like. Mark-up rules from the sales price scheme apply automatically.
  2. Send the quoteThe PDF goes to the customer by email, with a link to accept it online. In the customer portal, the customer signs with a mouse or touch screen.
  3. Confirm the orderWhen the customer accepts, one click creates the order confirmation. The signed quote is stored in the DMS with the order.
  4. Bill the jobHours, materials and travel from the timesheet become invoice line items. After sign-off, the invoice is ready straight away.
  5. Track paymentBank reconciliation detects the incoming payment. If it does not arrive, reminders are one click away.

Invoices for every case

Not every order ends with a single invoice for the full amount.

  • Prepayment and depositDeposit as a percentage or a fixed amount, plus payment terms. The remaining amount is calculated on the final invoice.
  • Collective invoicesSeveral jobs or orders for one customer on one invoice.
  • Recurring invoicesRecurring contract invoices with placeholders such as {monat}, {jahr} and {quartal} (month, year, quarter) in the text.
  • Trades invoiceThe note required under § 35a (the German tax deduction for trades services) is added automatically.
  • Tax rates per line item19 %, 7 %, reverse charge under § 13b and § 13b for construction services.
  • E-invoiceZUGFeRD as a PDF with embedded XML, or XRechnung as pure XML (the German e-invoice formats). More on the e-invoice page.

The order the tax office expects

  • Number ranges per companyQuote, order, invoice and credit note with their own prefixes and number of digits, without gaps.
  • Status workflowOpen, in progress, waiting for material, completed, invoiced, paid.
  • GoBD-compliantLock period on documents and a change log, as required by GoBD (German rules for digital bookkeeping).
  • Sending from the systemYour own SMTP server per company, editable email templates, a copy to your own mailbox.

Related

One process instead of three programs?

Try the WorkOrderAgent free for 20 days, or let us show you the path from quote to invoice using your own business.

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