Process index · third axis
Cost control
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Cost control in teamspace
Keep costs and margin under control – 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.
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Key figures & metrics
Key figures for cost control
The most important cost metrics along the three perspectives margin, early warning and documents – what they say and whether and how teamspace delivers them.
The key steps
The recommended path through the process – step by step.
- 1
Cost plan & rates
Set up cost rates, commissions & ad-hoc reports
The three adjustments outside the Controlling module: the internal cost rate in the HR portal, commission rates per category and automatic ad-hoc dispatch.
- 2
Capture expenditure
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.
- 3
Review & approve
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.
- 4
Planned/actual
Project reports
Project times, Project time analysis and Project analysis – what has been worked on in projects and how they stand financially.
- 5
Contribution margin & traffic light
Project controlling methods
The mental model behind the figures: planned/actual comparison, earned value analysis, the traffic-light method, milestone trend analysis and contribution margin – and how teamspace implements them.
- 6
Forecast & correct
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 (26)
Understand
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Controlling – introduction
leadWhat the Controlling module analyses, where the reports sit and how every report is operated on the same principle.
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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.
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Cost accounting (KLR)
The model behind cost category, cost centre and cost object – how teamspace allocates costs rule-based and where the limits lie.
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Cost control: contribution margin, recharging & cost accounting
Why every cost element carries three accounts – and what that means for contribution margin, customer billing, employee satisfaction and controlling.
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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.
How-tos
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Create expenses & documents via the API
Create documents such as expenses, incoming invoices or mileage via the API – including how to find the expense category ID and the logic behind the billable fields.
Modules: Rechnungssoftware
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Employee reports
Working time analysis, Working days and Capacity analysis as well as Employee data, Employee analysis, Commissions and Leave – working time, utilisation and the contribution of employees.
Modules: HR-Software, Zeiterfassung
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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
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Other reports
The Area/category analysis as a five-dimensional pivot analysis and the Ad-hoc report as automatic email dispatch.
Modules: Zeiterfassung, Querschnitt
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Project reports
leadProject times, Project time analysis and Project analysis – what has been worked on in projects and how they stand financially.
Modules: Projektmanagement, Zeiterfassung
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Ticket reports
Ticket report and Ticket analysis – list all tickets in four views and analyse them by assignee, customer or project.
Modules: Service Desk
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Working with reports: filter and export
The shared operating concept of all Controlling reports: quick filters, the filter modal, Split/Aggregate/Show, report settings, drill-down, export and bookmarks.
Modules: Rechnungssoftware, Projektmanagement
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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
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Meal allowances
Meal allowances as a separate cost element — create templates with the correct country rates, check and approve submitted allowances, and understand meal deductions (B/L/D).
Modules: HR-Software, Rechnungssoftware
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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
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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
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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
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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
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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
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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
Set up & manage
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Set up cost rates, commissions & ad-hoc reports
The three adjustments outside the Controlling module: the internal cost rate in the HR portal, commission rates per category and automatic ad-hoc dispatch.
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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.
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Set up cost types, supplements & document templates
The admin setup of the Costs module: cost types with their switches, document templates for incoming invoices, supplement rules, payout rates and cost accounting.