Process index · third axis
Billing process
↗ Process on www.teamspace.de/prozesse/Start here · process guide
The billing process in teamspace
Turn services into revenue quickly and completely – not through software, but in layers: from goal and core question through measurable metrics to modelling in the tool. With maturity levels, a stocktake and the recommended path through teamspace.
Read the guide →
Key figures & metrics
Key figures for the billing process
The most important billing metrics along the three levers completeness, speed and forecast – what they say and whether and how teamspace delivers them.
The key steps
The recommended path through the process – step by step.
- 1
Capture services
Book project times
Book working time against projects and tasks – manually, by stopwatch or as a draft, including categories, areas and a description.
- 2
Approve & lock
Lock time entries
Secure attendance and project times against subsequent changes – manually, centrally or automatically, with warning periods.
- 3
Create the invoice
Issue invoices and record payments
Generate an invoice from the order, select times, record incoming payments, track the receivable status, cancel and correct.
- 4
E-invoice & dispatch
Set up and use e-invoicing
ZUGFeRD and XRechnung in teamspace: set up the prerequisites, send and receive e-invoices, maintain the routing ID (Leitweg-ID) and check structured data.
- 5
Open items & reminders
Reminders & credit control
Spot overdue invoices, change reminder levels, maintain deadlines and fees per level, and keep an eye on the receivables status.
- 6
Analyse
Financial reports
Finance analysis, Invoicing analysis, Invoice line items, Future revenue, Post-calculation as well as Cost analysis and Cost items – what comes in and goes out.
All articles for this process (46)
Understand
-
Invoicing – introduction
leadHow quote, order and invoice work together in teamspace – plus billing methods, status, document rights, e-invoicing and DATEV at a glance.
-
Costs & travel expenses – introduction
How the Costs module is built: individual documents, three accounts per cost element, bundles for trips and months – and who records, reviews and bills.
-
Product management – introduction
What product management in teamspace does, its two independent strands (product manager and workflow helpers) and how to switch the module on.
-
Time tracking – introduction
What time tracking in teamspace does, how attendance time and project time work together and what you need it for.
-
The six billing methods
leadFixed price, by effort, by time duration, percentage, by rules and HOAI – how each order line item becomes an invoice row and which method suits which contract.
-
Understanding documents: status & document rights
The document overview, the three document statuses (Draft, Validated, Archived) and the three document-right modes – the mental model behind every Invoicing action.
-
How projects and orders work together
How the order creates work packages in the project, at which hourly rate times flow back, and when the order may bill.
-
Preparatory Payroll & DATEV
Which data teamspace prepares for payroll — basic salary, overtime, commissions, expenses and meal allowances — and how it reaches your tax advisor via Excel or DATEV.
-
Understanding cost elements: three accounts & lifecycle
The mental model behind every cost element: three accounts (project, customer, employee), the status lifecycle and how the detail manager is built.
-
The two strands: product manager & workflow helpers
How product management is built internally: the product manager with templates and data analysis, and the workflow helpers on the article – and how a sale becomes a product.
How-tos
-
Financial reports
leadFinance analysis, Invoicing analysis, Invoice line items, Future revenue, Post-calculation as well as Cost analysis and Cost items – what comes in and goes out.
Modules: Rechnungssoftware
-
Adjust prices in ongoing contracts
Change prices cleanly without distorting old invoices: the single-case function 'Adjust price and size' and the bulk action from the price list.
Modules: Rechnungssoftware
-
Create and bill orders
leadCreate an order, set contract and billing data, use the five billing modes and the payment plan, understand order values and tidy up orders.
Modules: Rechnungssoftware, Projektmanagement
-
Create and follow up quotes
leadCreate a quote, build up line items and sections, send it by email, follow it up in the quote tracker and convert it into an order.
Modules: Rechnungssoftware
-
Bill HOAI fees
Bill HOAI fees with the HOAI wizard: add a wizard line item to the quote, set the framework conditions (version, work-package, fee zone, fee rate, construction costs) – teamspace generates all work phases automatically.
Modules: Rechnungssoftware
-
Incoming documents: purchase orders, expenses & incoming letters
Manage purchase orders, incoming invoices and incoming letters – including creating an incoming invoice from an email, reviewing it, approving it and recording the outgoing payment.
Modules: Rechnungssoftware
-
Issue invoices and record payments
leadGenerate an invoice from the order, select times, record incoming payments, track the receivable status, cancel and correct.
Modules: Rechnungssoftware
-
Letters as a document type
Create cover letters and formal communications as a document type of their own in the document overview, with a contact link, placeholders and permissions.
Modules: Rechnungssoftware
-
Maintenance fee with free allowance
Monthly maintenance with included free minutes: combine a time-duration item with effort and split bookings automatically via project-time splitting.
Modules: Rechnungssoftware
-
Recurring invoices (time-duration items)
leadBill maintenance, licences and rents monthly or yearly: create a time-duration item, use period placeholders, control the billing date and change prices cleanly.
Modules: Rechnungssoftware
-
Reminders & credit control
Spot overdue invoices, change reminder levels, maintain deadlines and fees per level, and keep an eye on the receivables status.
Modules: Rechnungssoftware
-
From quote to invoice – the full run-through
leadThe complete run-through in teamspace: create and send a quote, generate an order, create a project, book time and bill via e-invoice.
Modules: Rechnungssoftware, Projektmanagement, Zeiterfassung
-
Employee payroll & payouts
Review, release and bundle open payouts to an employee — expenses, meal allowances, overtime, commissions — into an employee payroll. Plus export to payroll accounting.
Modules: HR-Software, Rechnungssoftware
-
Collective statement & month-end closing
The free bundle (shoebox) and the month-end closing: bill documents without a trip context, close a month and generate supplements automatically.
Modules: Rechnungssoftware
-
Create cost elements from e-invoices
E-invoice as a PDF in, values out automatically: create an expense receipt or an expense invoice in one step – including the incoming-invoices list and the DATEV interface.
Modules: Rechnungssoftware
-
Create a travel expense report
Bill a business trip: create the trip, generate meal allowances automatically, bundle documents, release for review and reimburse via employee payroll.
Modules: Rechnungssoftware
-
Recharge costs to customers
leadThe four price sources (cost element, manual, price list, order), the order as a hub, collective pots and the cost statement on the invoice.
Modules: Rechnungssoftware
-
Record expenses & material
Create an expense receipt, expense invoice and material – step by step, with payment method, gross/net logic and the link to the trip.
Modules: Rechnungssoftware
-
Generate maintenance items for sales articles
Store a maintenance fee on the sales article so teamspace flags "Maintenance missing" on the order and creates the maintenance item with price and quantity at a click.
Modules: Rechnungssoftware
-
Move an item as a reference to another order
Move an order item as a reference into another order (e.g. the standard maintenance contract) – visible in the source, billed in the target.
Modules: Rechnungssoftware, CRM
-
Trigger a purchase order from an order
Link a sales article with a purchase article, create the purchase order from the order and calculate the gross profit from the purchase price.
Modules: Rechnungssoftware
-
Record service time & bill tickets
leadLog working time directly on the ticket, release it for billing and turn it into an invoice in a few clicks — including hourly rates, surcharges, service intervals and collective billing.
Modules: Service Desk, Rechnungssoftware
-
Activity report and timesheets
Output recorded project times as evidence: the automatic activity report attached to the invoice and the timesheet with an approval workflow.
Modules: Zeiterfassung
-
Book project times
Book working time against projects and tasks – manually, by stopwatch or as a draft, including categories, areas and a description.
Modules: Zeiterfassung
-
Time matrix: book whole weeks
Use the time matrix to book several projects and days at once – faster, via booking templates and a weekly view.
Modules: Zeiterfassung
Set up & manage
-
Articles and price lists
Invoicing master data: create articles with a billing method and statistical values, refine price lists for year, language and currency, and assign them on the document.
-
Document templates, approvals & commissions
Create document templates with layout and price list, set up approval workflows for four-eyes review, and apply commission rules to documents.
-
Set up and use e-invoicing
ZUGFeRD and XRechnung in teamspace: set up the prerequisites, send and receive e-invoices, maintain the routing ID (Leitweg-ID) and check structured data.
-
Tiered prices, volume discounts & quantity structures
Set up quantity-dependent prices on the article: closed, open and percentage tiered prices – including quantity structures, where only certain quantities are selectable.
-
Generate flat rates automatically with rules
Rule-based billing items: a travel flat rate per on-site day, a travel flat rate via a time collector and a hotel allowance from six hours – generated automatically from booked times.
-
Generate products automatically with templates
Build a template in the product manager that analyses your documents and creates one product per customer with size, price and term – and makes it visible.
-
Lock time entries
Secure attendance and project times against subsequent changes – manually, centrally or automatically, with warning periods.