Order, delivery note and invoice run in one chain, not in three separate tools. The accepted quote becomes the order, from it the delivery note and the offset final invoice.
Does this sound familiar?
The pain is not the single invoice, but the broken chain in between.
Three building blocks
Order confirmation, delivery and final invoice mesh together instead of sitting in separate tools.
Order
When a quote is accepted, the order is created with an order confirmation. Terms, delivery dates and payment terms are part of it.
Delivery
Delivered items get a delivery note as a document type of their own, a service records the released hour. Partial invoices run via the payment plan.
Completion
The final invoice offsets the down payments against each other. A credit note references the original invoice, with reason, editor and timestamp.
The document chain of an order
The accepted quote becomes the order, from it the delivery note for delivered items and the down payment invoices. The final invoice offsets the down payments, the credit note references its invoice and stays for ten years in GoBD mode.
AB-2026-0044
LS-2026-0019
RE-2026-0067
RE-2026-0071
Cancellation refers back
ST-2026-0005 · refers to RE-2026-0071
Every document knows its predecessor; the cancellation knows its invoice.
From quote to order
When the customer says yes, the quote becomes the order with one click. The line items move along, the status switches to ordered, and if you want the project with time logging is created straight away.
This way the chain begins at a point where the data already exists.
Partial and final invoice
Per order you set a payment plan: down payment, percentage, single line item or final invoice. The final invoice is the remaining amount, the down payments are offset, and a cumulative invoice shows the overall position if you want.
How the invoice is calculated from each line item is shown by order billing.
Media break or chain
The mixed order
Concept, delivery by time and material, a maintenance flat rate and delivered licences hang on the same order, each line item with its own billing method. Four statuses run in parallel: order, delivery, invoice and payment.
Konzept & Umsetzung
Wartung & Hardware
Auftrag
25.360 €
beauftragt
Projekt-Ist
22.910 €
Ist gebucht
Rechnung
21.480 €
gestellt
Die Nachkalkulation vergleicht alle drei, bis auf die Position.
From order to project
For larger orders the line items become a project with work packages. Staff log their hours against it, and the released hour serves as proof of delivery for a service.
The full order life cycle is shown by order management.
Credit note with a trail
A credit note references the original invoice, with credit reason, editor and timestamp. teamspace credits in full; for a partial correction an invoice correction is created as a document of its own.
In activated GoBD mode, invoices and credit notes stay for ten years and can no longer be deleted. More on this in the invoicing software.
Deeper into the modules
Order processing tells the path. The mechanics behind it sit in the individual modules.
The full order life cycle with line items, status and post-calculation.
How the invoice emerges from the line items: billing methods and invoice run.
The document module from quote via order and invoice to credit note.
ZUGFeRD and XRechnung emerge without an extra tool, as standard.
Structured quotes that become the order with one click.
Open items, dunning levels and late payment interest run automatically.
Logged hours become the invoice, fixed price and time and material in parallel.
Hours land on the order and become the activity record.
What matters
An order processing software runs an order from confirmation to the paid final invoice in one system. It keeps order confirmation, delivery note and invoice on the same thread, so no step is lost in a second tool.
Four things decide whether the run holds:
Who it's for
Professional services firms with mixed orders of service and delivery run the workflow a little differently per sector.
Engagements with down payments and fee models, from order to final invoice.
Industry pageProject, maintenance and ticket on the same order, every hour on the right contract.
Industry pageHardware with delivery note and maintenance as a recurring contract in one order.
Industry pageDown payments by work phase, the final invoice offsets them cleanly.
Industry pageA quick chat
In the first call we clarify how your path from order via delivery note to final invoice is mapped in teamspace.
Why teamspace
Developed in Darmstadt, operated in two geo-redundant, ISO 27001 certified data centres in Frankfurt am Main.
Over 25 years, more than 20,000 active users and around 400 customers in the DACH region, self-funded.
In activated GoBD mode, invoices and credit notes stay for ten years and can no longer be deleted.
“Staff in both support and project planning can see orders and invoices. That was not possible before.”
In 15 to 30 minutes we clarify how order, delivery note and final invoice come together in teamspace.
