teamspace is built around an integrated business process: contacts feed quotes, quotes turn into orders, orders become projects, project time becomes billing, billing becomes invoices. The more of this chain you run in teamspace, the more the integrated solution pays off — no CSV bridges, no duplicate data entry.
This guide takes one continuous example all the way through the chain.
Step 1: Adding organisations and contacts {#process-1}
When a new prospect’s company data comes in, the first step is to add the organisation in teamspace. Open CRM in the main menu, click the ”+” symbol to open the dialog. The minimum entry is a name; you can also already enter commercial data.
Once saved, you are in the organisation overview with a timeline of everything that will happen on this customer. Under Master data you can store the full detail set.
Adding contacts inside an organisation
Next we add the managing director, Ms. Ignis Lumen, from inside the organisation. In the Recently edited items area on the right, the Contacts section has a ”+” button. As with the organisation, fill the dialog and save.
Adding contacts without an organisation
You can also add contacts in teamspace that do not belong to an organisation. In CRM, open the contact creation dialog via ”+” and leave the Organisation field empty.
More on this in the add-a-contact guide.
Step 2: Creating and sending a quote {#process-2}
We move on to a quote covering:
- 16 hours of consulting
- A one-day training
- 10 monthly software licences
Creating the quote
In Finance > ”+” set the type to Quote. In the dialog, pick New quote as template, enter a name and the contact. Alternatively start from the organisation overview in the CRM — the contact is pre-filled.
Adding line items
On the Items tab, click ”+” to open the article master. Pick “1010 Consulting (time and material) (hours)”, adjust quantity and unit price if needed, save. Repeat for every requested service or product.
Quote from a template
If your quotes repeat in structure, build an Onboarding quote template. From it a new quote is finalised in minutes.
Sending the quote
The Preview tab shows the PDF. Send by mail opens a ticket dialog with the PDF attached and the recipient pre-filled. Alternatively download the PDF or print.
Quote overview
In Finance the Quote tracking tile lists every current quote with its status. More on this in the quote workflow guide.
Step 3: Creating and sending an order confirmation {#process-3}
Creating an order confirmation from a quote
When the customer accepts the quote, you convert it into an order confirmation. Open the quote and select Create order confirmation from the actions. The order is pre-filled with every item from the quote.
Sending the order confirmation
As with the quote, the Preview tab provides a PDF that you can send by mail, download or print.
Billability of order items
Each item carries a billability status — green check (billable), hourglass (waiting for conditions) or warning. Billing modes include:
- Fixed price — one-off, immediately billable.
- Time and material — billable once project time has been logged.
- Recurring — needs a start date.
- Percentage — for surcharges or discounts on other items.
Billing rules can additionally link billability to a date or project status. Orders can also carry rules, which take priority over item rules.
Order overview
In Finance the Order billing tile shows every current order with its billing status. More on this in the order confirmation guide.
Step 4: Creating a project from an order {#process-4}
The order is on the books — now we plan the delivery. From the order, Create project generates a project with budget, name and customer pre-filled.
Project structure
A project consists of:
- Sub-projects as an additional grouping layer.
- Work packages as the actual work units.
For our example we create two work packages: 16 hours of consulting and a one-day training. Each work package carries a planned time budget and an executor.
Team assignment
In the Project role column, assign colleagues to work packages as executor or responsible. With timeline, budget and team in place, delivery can start. More on this in the create-a-project guide.
Step 5: Logging project time {#process-5}
teamspace tracks two complementary time types:
- Attendance time — when did the employee start and stop work today, with breaks.
- Project time — what did the employee work on, with the time spent.
Both are captured in the My day view under Time tracking, or via the stopwatch in the status bar, or directly inside a project. For our example we post a 2-hour consulting block onto the “Customer project Licht? Ja! AG”, work package “Consulting”, category “billable”.
More options and patterns in the log-project-time guide.
Step 6: Creating and sending invoices {#process-6}
Once project time is logged and the order has billable items, the invoice can be generated.
Picking a billable order
In Finance > Order billing you see every order with a “billable” status. Pick the order to create the invoice.
Creating the invoice from the order
Create invoice transfers all billable items and the logged project time onto a new invoice. Adjust quantities or descriptions if needed, then validate with Create invoice. The invoice receives an invoice number.
E-invoicing
If your tenant is configured accordingly, e-invoices in ZUGFeRD or XRechnung format are generated automatically. More on the e-invoicing page.
Sending the invoice
The Preview tab shows the PDF. Send by mail dispatches it with attachment and recipient pre-filled. The Preview tab also lets you download or print.
Tracking payment
After the customer pays, click Record payment on the invoice to mark it as paid. Partial payments are supported. Automated reminders and dunning stages help with late payments.
Invoice overview
In Finance > Invoice management every current invoice appears with its payment status. More on this in the invoice workflow guide.
Still have questions?
Get in touch with our advisory team.
The 15- to 30-minute requirements check walks through your specific business process and adapts the steps above to your reality.
More getting-started guides
- Learn the user interface
- Add a contact
- Create a project
- Log project time
- Quote workflow
- Order confirmation
- Invoice workflow
Reviewed in a requirements check
You have questions about the rollout? In a 15- to 30-minute meeting we discuss your specific requirements, free of charge and without obligation.