Typing invoices by hand in Word or Excel costs time and invites transposed figures. teamspace assembles them from the customer, project and time data already in the system, and issues them automatically in a billing run if you want.
The recipient comes from the CRM contact, the work from the approved time entries, the price from the price list. Nobody gathers these values together, they have been in the system all along.
Jede Zeile kommt aus den Daten, die schon im System stehen. Niemand tippt sie ab.
By hand or from the system
What it means
Automated invoicing means that software assembles the invoice from the customer, project and time data already held in the system, instead of someone rewriting it in Word or Excel. The end result is the same document, only the path to it is different.
Because the data is maintained only once, the gathering from different sources falls away, and with it the most common source of error.
The classic way
Word and Excel are not built for invoices. An invoice is written from scratch or copied from an old file and adjusted. Both carry the same risks.
On top of that, writing, filing and finding invoices again costs time that grows with every invoice. Excel chaos and transposed digits then become the rule rather than the exception.
What you gain
When the invoice is built from existing data, three things change noticeably.
“I save a lot of time writing invoices.”
The order
At the centre of every bill sits the order. From it grows the project with its work packages, onto which staff log their time. What of that ends up on the invoice is decided by the billing mode on the order.
A filter shows what is ready. So you can see which line item belongs on the invoice today, without searching through individual orders.
From time to line item
Professional services firms sell the work of their people. The recorded hours therefore have to reach the invoice, and correctly allocated. That is what the billing rule takes care of.
A logged hour becomes a document line item this way, without anyone typing figures from time tracking into the invoice.
Intro call
Which of your invoices could create themselves?
We look at a typical order to see which line items automation fills and which you deliberately keep by hand.
Billing run
Once the rules are set up, nobody has to think about the individual invoice any more. A billing run checks at a fixed rhythm which orders are due and creates the invoices.
Turn everything on, and there is little left to do with ongoing orders at the end of the month.
Before sending
Automation does not mean the invoice goes out unseen. teamspace builds checks in before sending that are often missing in a manual process.
That keeps the invoice fast without the review falling by the wayside.
Use cases
The automatic invoice sits in many places within billing. These areas go deeper into it.
One order mixes fixed price, effort and flat rate and proposes the invoice in a single click.
Learn moreMaintenance, licences and subscriptions run as a contract that bills itself every period.
Learn moreInstalment, cumulative and final invoices show the status of the whole order.
Learn moreOpen receivables climb through multiple stages, each with its own deadline and fee.
Learn moreZUGFeRD and XRechnung are created on sending, without anyone switching format.
Learn moreInvoices, cancellations and travel expenses go to the tax adviser over the certified interface.
Learn moreAll the way to the tax adviser
The finished invoice should not only reach the customer but also the accounts. teamspace creates the e-invoice on sending and hands the documents over to the tax adviser.
So the automatic invoice does not end at sending but only once it is fully posted.
Part of the invoicing software
The automatic invoice always arises at the order. That is where line items, flat rates and approved time entries collect, until it proposes the finished invoice. Quotes, dunning, e-invoicing and the DATEV posting-data service all run in the same system. How it all fits together is shown by the invoicing software overview.
To the invoicing softwareWhat it means
Automated invoicing software creates the invoice from data that arises in the business anyway: from the customer contact in the CRM, from the logged project hours and from the contract data on the order. Instead of writing every invoice in Word or Excel, the system assembles it according to the stored billing rules and issues it itself in a billing run if you want.
Day to day that means less copying by hand and fewer transposed digits. Order billing bills the individual order with its mixed line items, recurring invoices carry on as a contract, and in the end everything goes out as an e-invoice and via the DATEV interface to the tax adviser.
We have been developing teamspace in Darmstadt since 1999. It runs in an ISO 27001 certified data centre in Frankfurt am Main, with data processing exclusively in the EU. The contracting party is 5 POINT AG, a German public limited company under German law.
Related modules
The automatic invoice draws on three modules and feeds back into them.
Approved hours are the basis of every effort line item. Logging and billing run against the same staff member.
From the order grows the project with phases and team. Progress and flat rates flow back into the invoice.
Contact and price list supply the recipient and prices. What a customer buys stays visible in the record.
Intro call
In a short call we show, using your example, where the invoice creates itself and which steps you deliberately keep.
