Product next to service
Hardware and licences sit as their own line items next to the hours on one invoice, each position with its own billing.
Systems house software: hardware, licence and hour on one invoice.
An IT systems house delivers projects and trades in hardware and licences at the same time. teamspace puts both on one invoice: product and service as separate line items, each with its own logic, and a product bundles its licences across many orders.
In daily work
Deliver, operate and trade on top.
A systems house sells the product it trades and the service it provides. teamspace holds three things together for that in one place.
One product, many orders
A licence grows over years. teamspace brings its positions together from all orders and shows per customer who draws how many.
From project into service
The implementation project becomes the service contract with one click, with master data and contacts carried over.
Two worlds
Trade and service belong on one document.
Hardware and licence follow different rules than the hour: one runs over years, the other is delivered once. teamspace ties both to one customer and one document, each position with its own logic.
Produkt · Handel
Hardware 3.600 €
einmal · Einkauf und Verkauf
Notebook ProBook · 4 Stück
Lizenz monatlich
läuft weiter · Zeitdauer
Microsoft 365 E3 · 24 Lizenzen
Ein Produkt
bündelt seine Posten
über viele Aufträge zusammengeführt
Einkauf, Verkauf, Marge am Artikel
Eine Rechnung
Leistung
Projekt
Festpreis oder Aufwand
Einführung Beta AG
Wartung
pauschal, Überlauf nach Aufwand
Kontingent 34 / 40 h
Ticket
Service-Zeit am Vertrag
SLA-Restzeit läuft
Stunden, pauschal oder nach Aufwand
Getrennt geführt, auf einer Rechnung abgerechnet.
Feature scope
What makes good systems house software.
Three properties separate it from a tool that only writes invoices.
Carries two business models at once
The delivery and project business and the ongoing service stand on one foundation, not in two separate systems with handover by hand.
Trades without inventory management
Hardware and licences sit as line items on document and invoice, with purchase and sale price. No warehouse, no stock, no ERP ballast.
Grows in stages with you
From service desk to full control: light, office and enterprise are configuration, not data migration. The system grows with the house.
Where it sits
Why not pure service software?
Pure service or helpdesk software
- Takes tickets, but knows no product and no licence
- Hardware and licences live in a second table
- Someone tracks the transition from project into service by hand
- Someone writes recurring invoices anew every month
teamspace
- Product and service stand as line items on one invoice
- A product bundles its licences across many orders
- The order becomes the project, the project becomes the service contract
- Recurring contracts renew and bill on a recurring basis
Product view
Licences across many orders in view.
Licences, managed services and maintenance are rarely bought all at once by a customer. They grow over years, spread across many quotes and orders. Anyone who then wants to know how many a customer holds today is searching through lots of individual documents.
- teamspace counts for you: brought together from the orders, you see the currently active licences per customer.
- Up and down stays traceable: how the licence count has developed over time is held on the product.
- Since when and at what price a customer draws a product is visible at a glance.
Anyone who regularly reorders from the manufacturer also sees here what needs reordering.
“Staff in both support and project planning can see orders and invoices. That was not possible before.”
What systems houses gain
Product, service and margin under control.
Trade and service on one foundation: hardware and licence as their own line items, maintenance and tickets on the same logic, and the margin per order visible before it closes.
Product
Hardware and licence as their own line items.
Products sit as positions on the order, each with price and billing type, and a product bundles its licences across many orders.
- Hardware, licence and service on one document
- Licence status per customer from the orders
- Hardware with purchase and sale price
Service
Maintenance and tickets on the same foundation.
Maintenance runs on a flat rate, the overflow by time and materials; tickets carry the SLA held in the CRM as a remaining-time signal.
- Flat rate and time and materials on one order
- SLA per customer, remaining time as a signal
- Service time booked on the ticket and billed
Margin
Margin per order, before it closes.
The post-calculation sets order, project actuals and invoice against each other, daily-fresh instead of only at the quarter close.
- Plan-vs-actual daily-fresh per order
- Post-calculation: order against actuals against invoice
- Revenue per product across all customers
The path of an order
From quote to follow-on invoice.
A continuous path, with no export between licence table, ticket tool and accounting: the quote becomes an order, the order becomes the project, the project becomes the service contract.
- 1
Quote with product and service
Hardware, licences, implementation and maintenance sit in one quote, each position with its price from article and price list.
- 2
Order and project
The accepted quote becomes the order with one click, the positions become the project with work packages.
- 3
Deliver, set up, book
Engineers book hours on the work packages, delivery notes are created, the status runs along daily-fresh.
- 4
Transition into the service contract
After go-live the project becomes the service contract, with carried-over master data, flat rate and SLA.
- 5
Recurring invoice
Maintenance and licences bill via recurring contracts on the set cadence, overflow by time and materials is added.
What matters
Three things that make the difference.
Highlight 1
Book where the work happens.
Engineers book in the browser, in the app or on the tablet, on project, maintenance or ticket. Every hour carries its category, billable or internal.
Highlight 2
Hardware and licence from the article master.
Products move into the quote and the order with price and tier, the licence status per customer arises from the documents.
Highlight 3
One customer, one history.
Project, maintenance, tickets, licences and invoices sit on the same contact, shared instead of maintained four times over.
Recurring
Maintenance and subscription bill themselves.
Licences, maintenance and service costs are the quiet backbone of many systems houses. In teamspace they run as a recurring contract instead of being created by hand every month.
- Recurring invoice via a duration position: monthly, quarterly or yearly, on a fixed rhythm.
- Automatic renewal, as long as the contract has not been cancelled.
- Flat rate and time and materials side by side: the flat rate includes an hour quota, only what exceeds it is added to the invoice.
Price changes take effect on request only from the next period, the running billing stays stable.
Seen in the system
One order, hardware, licence and service in one view.
In the order all positions sit side by side, each with its own billing type, delivery status and amount. Four statuses run in parallel, the post-calculation compares order, project actuals and invoice.
PositionenAbrechnungNachkalkulationHistorie
Auftrag 20260042 · Müller GmbH
Auftrag laufend Lieferung in Teilen Rechnung Abschlag Zahlung offen
Konzept & Umsetzung
Konzeptphase Festpreis geliefert 12.000 €
Umsetzung · Seniorsatz Aufwand 64 / 120 h 9.280 €
Wartung & Hardware
Wartungspauschale Zeitdauer monatlich 480 €
Hardware · 4 Lizenzen Lieferposition Lieferschein 3.600 €
Auftrag
25.360 €
beauftragt
Projekt-Ist
22.910 €
Ist gebucht
Rechnung
21.480 €
gestellt
Die Nachkalkulation vergleicht alle drei, bis auf die Position.
First call
Bring an order with hardware and service.
In the first call you see how product and service come together as their own line items and where your contract logic is represented.
Audience
Which systems houses get the most out of this.
teamspace suits houses that deliver, operate and trade on top. Three profiles we see particularly often.
Mid-market systems houses with trade
- Hardware and licences as line items next to the service
- A product bundles its licences across many orders
- Maintenance on a flat rate, overflow by time and materials
Managed service providers
- Service contract with hour quota and overflow
- Tickets with SLA remaining time and escalation
- Recurring invoice via recurring contracts
Systems integrators and resellers with project business
- Implementation project and service contract on one foundation
- Externals and subcontractors in the same resource pool
- Licence status and revenue per product visible
Prices
Prices, tiers and margin per customer.
The prices hang on the article, not in a separate table. teamspace keeps a price list per customer, with tiered rates and volume discounts.
- Tier prices and volume structures, closed, open or as a percentage tier.
- Hardware with purchase and sale price, so the margin per position is visible.
- Price adjustment across many articles at once, optionally effective only from the next period.
This keeps the price consistent, from the price list through the quote to the invoice.
Comparison
Tool mix against teamspace.
Where a continuous system differs from a helpdesk tool, Excel timesheets and a separate licence table.
Feature
Helpdesk, Excel, licence table
teamspace
Recommended Hardware, licence and service on one invoice
Licence status per customer from the orders
manual
Maintenance as a recurring invoice
manual
Flat rate and time and materials on one order
SLA remaining time as a signal, with escalation
Margin per order from the post-calculation
ZUGFeRD and XRechnung without an extra tool
Hosting in an ISO 27001 data centre in Frankfurt
varies
Service level
Tickets with a promised response time.
Alongside the trade, a systems house runs the ongoing service: maintenance, support, small changes. Anyone who has promised a response time for that needs it in view, not in the contract folder.
- The SLA hangs on the customer in the CRM: every new ticket for this customer gets the promised response time by itself.
- The remaining time shows a signal, coloured by urgency; the warning comes before the deadline, not after.
- If a ticket is left lying, the escalation releases it or switches the channel before a customer waits.
The ongoing operation follows the same logic as for the pure IT service provider, here the trade is added.
Feature scope
Features for IT systems houses at a glance.
Included in the plan, with no module surcharge.
Product and trade
- Hardware, licences and maintenance as products
- Licence status per customer from the orders
- Hardware with purchase and sale price
- Price list per customer, tier prices and volume discounts
- Products via templates per product type
Project and service
- Project structure with phases, tasks and work packages
- Hour booking on project, maintenance or ticket
- Maintenance contract with hour quota and overflow
- Service tickets with SLA remaining time and escalation
- Externals and subcontractors in the resource pool
Billing and control
- Recurring invoices via recurring contracts
- Fixed price, time and materials and flat rate on one order
- ZUGFeRD and XRechnung without an extra tool
- Post-calculation: order, project actuals and invoice
- Handover to DATEV Unternehmen online (Enterprise)
First call
We go through your orders and contracts.
Show us an order with hardware, licence and service. We show how teamspace runs both worlds on one invoice and where your current setup is enough.
Why teamspace
What stands behind the software.
From Darmstadt since 1999
We have been developing teamspace in Darmstadt since 1999, self-financed and without outside capital. More than 80 IT companies work with it every day.
Hosting in Frankfurt
Operated in an ISO-27001-certified data centre in Frankfurt am Main, data processing exclusively in the EU. It is the data centre that is certified, not teamspace itself.
Product, service and invoice in one place
Trade, project, maintenance and invoice draw on the same dataset. No export between licence table, ticket tool and accounting.
Case Study
From the tool mix to the licence on the right contract.
Hypothetical practice example to illustrate how it works. Concrete values depend on starting point, size and execution and are not guaranteed. A typical migration scenario: a Microsoft partner systems house that implements cloud migrations, then operates them and resells licences, with separate tools for tickets, hours, invoices and licences.
Starting point
Tickets ran in a helpdesk tool, hours in a time tracker, invoices in accounting, licences in an Excel sheet that one person maintained centrally. At month-end someone merged the figures by hand. Which licence ran for which customer on which contract stood in no reliable list, and the transition from project into service was tracked manually.
Solution
Hardware, licence and service now sit as line items on the same order, each with its billing type. A product bundles its licences across all orders, the status per customer stands in the system. Maintenance runs as a recurring contract, the overflow goes by time and materials. The post-calculation shows the margin per order, before it closes.
1
system instead of four separate tools
0
licences without an assigned contract
live
margin per order, not only at the close
Module overview
What borders on trade and service.
Six areas go deeper on individual questions around product, order, billing and service.
Product management
Licences, maintenance and hardware as products, the status per customer from the orders.
Learn moreOrder management
Time and materials, fixed price, maintenance and hardware in one order, the status daily-fresh.
Learn moreInvoicing software
Recurring invoices, ZUGFeRD and XRechnung, handover to DATEV.
Learn moreOrder billing
Flat rate, time and materials and maintenance on one order, with post-calculation.
Learn moreService desk software
Tickets with channels, SLA signal and escalation, service time billed directly.
Learn moreProject management
Project structure, plan-vs-actual and contribution margin per project.
Learn moreWhat software for IT systems houses must do
Product and service on one data foundation.
Software for IT systems houses runs product and service on one data foundation: hardware and licences as line items next to projects, maintenance and tickets, with one invoice that carries both worlds. That distinguishes the systems house from the pure IT service provider, which delivers and operates but trades no third-party products.
The difference from pure service software lies in the product: an article bundles its licences across many orders, the status per customer arises from the documents, and hardware carries purchase and sale price. teamspace is not an inventory management system in doing so; the trade stays at document and invoice level, without warehouse and stock.
Read that way, teamspace is an ERP for IT systems houses that runs product, project and service business in one logic, leaner than a classic ERP from production and warehousing and closer to the daily work of a house that delivers, operates and trades.
Terms
Six terms from systems house daily work.
Words that come up again and again in trade, project and service.
- Systems house software
- An application that runs the product and service of an IT systems house on one data foundation: hardware and licences as line items next to projects, maintenance and tickets, with one invoice for both worlds.
- Product without a warehouse
- Licences, maintenance and hardware as duration products. A product bundles its document positions across many orders and shows the status per customer, without anything lying in a warehouse.
- Licence status
- The currently active number of licences per customer, counted together by teamspace from all orders, including its history over time.
- Recurring contract
- An order that renews automatically and bills on a fixed cadence, for example for licence and maintenance flat rates.
- Managed service
- Recurring IT service for a customer based on a service agreement, usually with an hour quota and SLA.
- SLA
- A promised response time per customer or ticket. The remaining time runs along in the ticket as a signal, the escalation kicks in before the deadline.
Related modules
Three modules that trade and service hang on.
Behind every invoice stand the booked hour, the billing and the customer with their conditions. These three modules mesh directly with each other.
Time tracking online
The booked hour is the basis of the time-and-materials position and the plan-vs-actual comparison.
Read moreInvoicing software
Documents, dunning and e-invoicing: the billing around product and service.
Read moreCRM software
Customer, SLA and conditions sit on the contact, shared instead of maintained twice.
Read moreMore industries
Solutions for other professional services firms.
teamspace exists for five industries. Here are the four beyond the IT systems house.
Management consulting
Days of clever minds, utilisation across teams and fee invoicing.
Industry pageAn honest assessment
Which systems houses teamspace fits, and which it does not.
Fits less well
- Pure wholesale and distribution with warehouse, stock and logistics.
- Production and manufacturing with bills of materials and materials management.
- Pure helpdesk teams without product, licence or project business.
- Single seat without team, tickets or contracts.
Fits well
- Systems houses that bundle hardware, licences and service on one invoice.
- Houses with managed services, maintenance contracts of flat rate and time and materials, and SLA.
- Resellers and systems integrators with licence status per customer and recurring contracts.
- Systems houses from a team of ten up to several hundred employees.
Frequently asked questions about systems house software
What distinguishes systems house software from the pure IT service provider?
A systems house is the IT service provider that trades on top. On the invoice, hardware and licences stand as their own line items next to the service. teamspace runs product and service on one data foundation: a product bundles its licences across many orders, the hours run via project, maintenance and ticket. More on the pure operations business on the overview for IT service providers.
Can we run hardware and licences on the order?
Yes. Hardware, licences and other delivery positions sit as positions on the order, with quantity and price from article and price list. Delivery note and invoice take them into account. Anyone calculating hardware with purchase and sale price and margin uses product management for that. teamspace is not an inventory management system in doing so, the trade stays at document and invoice level.
How do we keep an overview of licences across many orders?
Every document position can be hung on a product, regardless of the document type. teamspace brings the positions together from all quotes and orders and shows per customer the currently active licences along with their development over time, since when the contract runs and at what price. More in product management.
How do maintenance flat rate, time and materials and licence come together on one order?
An hour quota sits on the maintenance contract. Hours that run into it are covered by the flat rate; what goes beyond, teamspace bills by time and materials via the assignment rules. Flat rate, time and materials and licence positions stand on the same order, the invoice at period end brings them together in one document.
Can maintenance and licences be billed automatically?
Yes. Maintenance, licences and subscriptions run via duration positions. The order becomes a recurring contract, renews automatically and issues its invoice on the set rhythm, monthly, quarterly or yearly. Price changes take effect on request only from the next period. More on order billing.
How does the ticket system with SLA work?
Service requests land in the service desk via email, phone or a web form. The SLA held per customer in the CRM assigns itself to new tickets automatically, the remaining time shows as a signal, escalations run before the deadline. Service time is booked on the ticket and billed. More on Service desk software.
How do invoices reach e-invoicing and accounting?
Every invoice is created as ZUGFeRD or XRechnung without an extra tool. Via the certified interface to DATEV Unternehmen online, invoices and reversals go directly into the DATEV cloud, without a CSV file. Lexware and Sage have no direct interface, there the standard export handles the handover.
Where is the data, and what about ISO 27001?
teamspace runs in an ISO-27001-certified data centre in Frankfurt am Main, the processing exclusively in the EU. It is the data centre that is certified, not teamspace itself. The contracting party is 5 POINT AG under German law; released documents remain audit-proof in GoBD mode.
Is teamspace also suitable for small systems houses?
Yes. teamspace can be introduced in stages and grows with you. You start with the modules that count today, usually service desk, time, order and invoice, and add product management or CRM later, without data migration. The edition switch from light through office to enterprise is configuration, not migration.
Is teamspace a classic ERP or industry-specific?
Industry-specific for IT systems houses with project, service and trade business. Leaner than a classic ERP from production and warehousing, instead with product, order, service and billing in one logic. Inventory management with warehouse and stock is deliberately not the focus.
First call
Systems house software reviewed in 15 minutes.
In 15 to 30 minutes we discuss your trade, your orders and your service. You hear a clear assessment of whether teamspace fits your mixed business of product and service.