Plain invoicing app
- Assemble every invoice by hand
- Little link to project and work delivered
- Instalments and repeats are laborious
- Quote, order, invoice in separate tools
- Open items in an Excel list
Billing software leads from quote to paid invoice.
Billing software creates and manages quotes, orders and invoices in one place. In teamspace the order gathers the logged hours, flat rates and due dates and proposes the invoice, from ZUGFeRD to dunning level. Billing belongs to the office edition, with no extra module fee.
The document chain
Every document grows out of the previous one.
Quote, order, invoice and open item hang on a single case. The order takes over the line items of the quote, the invoice those of the order, and all of them draw on the same customer and project record.
- Angebot 01
AN-2026-0042
offen - Auftrag 02
AB-2026-0031
beauftragt - jetzt fällig Rechnung 03
RE-2026-0051
gestellt · fällig - Offener Posten 04
Mahnstufe 1
erinnert - Bezahlt 05
Zahlungseingang
ausgeglichen
Aus denselben Daten
CRM-KontaktGebuchte ZeitProjekt
Eine Kette: jeder Beleg kennt seinen Vorgänger und seinen Nachfolger.
The difference
Billing is a process, not a single document.
Billing in teamspace
- Quote becomes order and invoice with one click
- Hours and flat rates come from the project
- Instalments, partial and repeat invoices handled
- One document chain from the same customer data
- Open items by status, with dunning
Document types
Every step has its own document type.
Billing knows more than the invoice. In teamspace you keep the outgoing documents (quote, order, invoice) and the incoming documents (purchase order, incoming invoice) in one place. Each type can be used on its own, all of them collect in the document overview, filtered by status.
- The quote becomes the order through the action "Convert to order". The line items move across, the quote status switches to ordered.
- Delivery notes arise for hardware or licences, with a cancellation invoice and the invoice correction as documents in their own right.
- Cancellation is always complete, with a GoBD-compliant history per invoice, instead of a partial cancellation.
That keeps it traceable which document grew out of which, from the first quote to the corrected invoice.
Billing logic
Bill the way the contract requires.
Instead of a rigid template, you define how each line item turns into money and when the order bills it. So fixed price, time and material, and flat rate sit side by side even within a mixed contract.
Per line item
Three billing methods
- Time and material by logged hours
- Fixed price, independent of time
- Duration for recurring items
Per order
Five billing modes
- By rules or manually
- Via a payment plan
- Line-item precise against a project status
Splitting
Payment plan in four types
- Instalment with fixed amounts
- Percentage or single line items
- Final invoice deducts instalments
“Staff in both support and project planning can see orders and invoices. That was not possible before.”
Recurring
Maintenance and subscriptions bill themselves.
Billing maintenance, services and subscriptions otherwise means remembering the same invoice every month. In teamspace a duration line item with a fixed rhythm takes care of that.
- Monthly, quarterly or yearly the next invoice arises automatically at the booked cadence.
- From the contract data recurring contracts are formed: automatic renewal, pause or cancellation are stored in advance.
- Price changes optionally take effect only from the next period, not retroactively.
So recurring billing runs in the background, and no one maintains a follow-up reminder by hand.
Open items
See open items, dun in a friendly tone.
As soon as an invoice goes out, it becomes an open item. teamspace shows them by status, from open through due to overdue and action required, with colour dots in a list.
- Four dunning levels from the payment reminder to debt collection, each with its own deadline, fee, case handler and text.
- The dunning run processes the due invoices automatically or after approval, with extra grace days after the due date.
- Late-payment interest you define once in the dunning settings, and from the chosen level it is added automatically.
So the tone stays graduated and friendly, and no claim is forgotten.
First meeting
Show us how you bill today.
Tell us about your contracts and documents, and we will walk the path from quote to paid invoice in teamspace through with you.
E-invoicing
E-invoicing is built in, not an add-on tool.
Since 2025 companies in Germany must be able to receive e-invoices, and sending them becomes mandatory step by step in the following years. teamspace generates ZUGFeRD and XRechnung as soon as billing is active, to the standard EN 16931.
- ZUGFeRD is a PDF with embedded XML, XRechnung pure XML for public-sector clients. Both arise without switching modes when sending.
- Incoming e-invoices teamspace recognises by the embedded XML and imports them as an incoming invoice with one click.
- The routing ID for public authorities you store at the contact, and it goes into the document as the buyer reference.
Transmission runs over the usual channels, from central inbound platforms to the Peppol network.
To accounting
Documents go to accounting fully checked.
At the end of the chain stands accounting. teamspace hands over invoices, cancellations and incoming invoices via the DATEV-certified interface, in the enterprise edition.
- Via DATEV Unternehmen online the documents go as a cloud API straight into financial accounting, one posting batch per engagement, without a CSV file.
- For Lexware, Sage and SAP there is no dedicated connector; they take the data over standard exports or the REST API.
- In GoBD mode, which 5 POINT activates on request, invoices and approved documents stay audit-proof for ten years and can no longer be deleted.
No one sends files back and forth, the posting sits with the tax adviser.
Use cases
The whole document process, area by area.
Every step of billing has its own depth. These areas share the same document and the same customer with it.
Create quotes
Structured quotes with sections, line items and billing method.
Learn moreFollow up quotes
Keep sent quotes in view and chase them up on the due date.
Learn moreOrder management
Run orders with status, contract data and hand-over to the project.
Learn moreOrder billing
Bill fixed price, time and material, and flat rate on the same order.
Learn moreHOAI calculator
Fee tables, service phases and surcharges as document line items.
Travel expenses
Capture and check receipts and pass them on to the customer.
Learn moreDunning
Open items by status, graduated dunning with interest.
Learn moreProduct management
Articles, price lists and recurring services on the order.
Learn moreE-invoicing
Create and receive ZUGFeRD and XRechnung, to EN 16931.
Learn moreIncoming invoices
Receive supplier invoices, check them and assign them to the project.
Learn moreDigital receipt capture
Capture receipts by photo, upload or email and file them centrally.
Learn moreDATEV export
Posting records with account, cost centre and tax key to DATEV.
Part of the invoicing software
One billing system for the whole company.
Sales writes quotes, the project logs the hours, accounting posts the invoice. In teamspace all three run through the same billing, from one customer record. Quotes, orders, invoices and dunning belong to the office edition, incoming invoices and the DATEV interface to the enterprise edition. How it all fits together is shown by the invoicing software overview.
To the invoicing softwareWhat this is about
What defines billing software.
Billing software maps the billing process between work delivered and payment received. Unlike a plain invoicing program, the focus is not the single document but the chain: quote, order, invoice, open item. For project-based professional services firms the link to the work delivered comes on top, because logged hours and flat rates flow from the project into the invoice.
Three things matter in practice. First, e-invoicing: since 2025 companies in Germany must be able to receive ZUGFeRD and XRechnung, and sending them becomes mandatory step by step in the following years. teamspace generates and reads both formats to EN 16931. Second, the hand-over to accounting via the DATEV-certified interface to DATEV Unternehmen online, as a cloud API instead of CSV. Third, audit-proof retention: in GoBD mode, which 5 POINT activates on request, invoices and approved documents stay preserved for ten years and can no longer be deleted technically.
teamspace processes this data exclusively in the EU, in an ISO-27001-certified data centre in Frankfurt am Main, GDPR-compliant with a data processing agreement as standard. The contracting partner is 5 POINT AG, a German stock corporation that has developed teamspace since 1999. Hours are captured in time tracking, the project arises in project management, billing happens in the invoicing software.
First meeting
We look at your billing together.
In twenty minutes we clarify which documents you keep, which billing rules apply and what the hand-over to your accounting looks like.
Related modules
What billing hangs on.
Billing draws on three modules and gives back to them.
Time tracking online
Logged hours become a billable line item. Capture and invoice run in the same login.
- Project time per phase
- Billable by category
- Basis of the invoice
Project management
From the order the project arises. Plan, actual and margin sit next to the billing.
- Order becomes project
- Hours on the work package
- Post-calculation plan vs. actual
CRM
Customers and suppliers are organisations in the CRM. Quote, order and invoice hang on the same record.
- Customer as organisation
- Document on the contact
- Price list per customer
Frequently asked questions on billing software
What sets billing software apart from a plain invoicing app?
Billing software covers the entire document chain: quote, order, delivery note, invoice, cancellation and dunning. A plain invoicing app only creates the invoice. teamspace runs the whole path, with a link to project, work delivered and customer.
What is the difference between an invoice and invoicing?
The invoice is the single document, that is the invoice, credit note or dunning letter. Invoicing is the whole process around it: from the work delivered through the document to payment received. teamspace maps the invoicing, not just the single invoice.
Does teamspace bill by project and by work delivered?
Yes. Every line item has its own billing method: time and material by logged hours, fixed price or duration for recurring items. Logged hours and flat rates come from the project, so the invoice matches the work delivered.
Are instalment and partial invoices possible?
Yes, via a payment plan per order. It spreads the total across instalments with fixed amounts, percentage values, single line items on particular dates and a final invoice that deducts the billed instalments at the end.
Does the billing software meet the e-invoicing mandate from 2025?
Yes. ZUGFeRD and XRechnung are created and received to the standard EN 16931 as soon as billing is active, without an extra tool. For public authorities the routing ID can be stored at the contact. More on e-invoicing.
How does the hand-over to DATEV work?
Via the DATEV-certified interface to DATEV Unternehmen online (DUO) in the enterprise edition. Invoices, cancellations, incoming invoices and travel expenses go as a cloud API straight into financial accounting, one posting batch per engagement, without a CSV export. For Lexware, Sage or SAP there is no dedicated connector. More on DATEV export.
Which edition includes billing?
Billing with quotes, orders, invoices and dunning belongs to the office edition. Incoming invoices, the DATEV interface and the online banking interface are part of the enterprise edition. In the first meeting we clarify which edition suits your document workflow.