Create cost elements from e-invoices

From an e-invoice you create an expense receipt or an expense invoice directly – invoice as a PDF in, teamspace reads the XML data, the values are pre-filled, the document is linked as a reference. What would otherwise be typing happens in one step.

Which document type fits

Two document types are candidates – the choice doesn’t depend on the e-invoice but on what the document carries:

• Expense receipt: one item, one VAT rate, quickly entered. Taxi receipt, fuel receipt, single-item invoices.
• Expense invoice: any number of items, mixed VAT rates, the full incoming-invoice mechanics with a payment instruction. Hotel invoice with overnight stay and breakfast, caterer with mixed rates.

The difference between the two types is covered in detail in Cost types at a glance.

Path 1 – expense receipt from an e-invoice

1. In the Costs list, open the plus button and choose New expense (quick entry).
2. In the Expense receipt dialog, choose the Expense type.
3. Expand the File accordion, drag the e-invoice in as a reference document or upload it via Upload.
4. teamspace reads the XML data and fills in date, amount and VAT automatically.
5. In the Billing situation accordion, decide what should happen – charge the project, bill the customer, reimburse you.
6. Save via Save or Save and close. The e-invoice is attached as a reference document.

Path 2 – expense invoice from an e-invoice

For several items or mixed VAT rates.

1. Plus button New element in the Costs list, in the drop-down New costs.
2. Choose document type Expense invoice – if it’s missing, it hasn’t been created yet (see below).
3. Choose New invoice (instead of an existing incoming invoice).
4. Upload the e-invoice as an incoming document or drag it in.
5. teamspace recognises the recipient and line-item data (incl. ZUGFeRD data); you give the document a name.
6. Via Next you go into the detail manager of the resulting cost element – amount, reimbursement and the link to project and customer are set there.

Context decides project and customer

If you create the document in a vacuum (the free Costs list), project and customer stay empty – you add them afterwards. If, on the other hand, you create it inside a project, a travel expense report or a collective statement, project and customer are pre-filled from the context.

The “Incoming invoices” list

E-invoices that aren’t recorded directly from a cost context land via the Incoming invoices list. The list has a sidebar block Summary with the status filters All, Draft, Open, Not due, Due, Action needed – each with a total and a counter. Two prominently placed sidebar buttons:

• Reference document drag & drop: drag in an e-invoice PDF, teamspace pulls the data.
• Scan: scan a paper document, the document lands in the list.

In the Organisation (external) column group you see organisation and contact, in the Invoice group the open liability and the net amount.

Interface to financial accounting

The decisive advantage: a document that enters the system this way is automatically forwarded to financial accounting. teamspace’s DATEV or banking interfaces take the document over without you having to record it again.

ℹ If the recipient of an expense invoice is not unambiguous (small single documents, service providers without a fixed master-data entry), enter an anonymous collective contact in the document template. For larger invoices the real organisation is mandatory – otherwise the DATEV export rejects it.

When the Expense invoice document type is missing

If no Expense invoice appears in the plus button drop-down, the type hasn’t been created in your tenant. You need two things – both steps are in Set up cost types, supplements & document templates:

• the cost type Expense invoice under System configuration → Finance → Cost types,
• a document template under System configuration → Documents → Incoming invoice with VAT compartments (19%, 7%) and an anonymous collective contact.

Common questions & needs

Related topics

• Record expenses & material Costs & travel expenses How-to
• Set up cost types, supplements & document templates Costs & travel expenses Configuration
• Incoming invoices · DATEV export