Invoicing

Electronic invoicing: XInvoice, ZUGFeRD and QR invoices

XInvoice is a new standard for electronic invoices sent to public administrations in Germany. Projektron BCS supports the format by creating an HTML overview to check the XInvoice before it is sent, in addition to the actual XInvoice in machine-readable form.

Alternatively, you can create invoices in ZUGFeRD format. ZUGFeRD stands for Zentraler User Guide des Forums elektronische Rechnung Deutschland (Central User Guide of the Electronic Invoice Forum Germany), is compliant with the E-Invoice Act and combines the visual representation in the PDF/A-3 standard with an XML file.

The advantages of ZUGFeRD for you are evident: Whereas data from paper invoices, scanned letters or PDF files used to be transferred manually into invoice software in a time-consuming and error-prone manner, ZUGFeRD provides the data in XML format, which the invoice software can automatically record and process. Visually, the view of the standard PDF file remains the same.

Requirements from Switzerland are covered in Projektron BCS by invoices with QR codes. You can specify on an invoice template or individually on invoices whether a QR code should be generated in the payment section.

Payment deductions for your customers

You can store discount provisions for payment terms and specifically define the deadline within which a discount shall be granted for the invoice as well as the discount amount.

Based on the payment dates, payment amount and traffic lights, you can immediately see which payments have been made within the due date for the discount deduction. By actively setting the payment status, you can differentiate which invoices have been paid with a discount and which invoices you will grant a goodwill discount deduction despite overdue receipt of payment.

Sending mails the easy way

Whether it's a single invoice or an entire invoice list: Projektron BCS can generate the corresponding e-mail with a ready-made cover letter, add the invoice and related hours and allowance vouchers as PDFs and even copy your customer's e-mail address from customer management.

Of course you can customize the cover letter as you see fit and attach additional files, if required.

If customers exceed the specified due date, you can view the outstanding items in your invoice list with the Dunning Run setting. There you define your dunning action: If you carry out the dunning action “Create written dunning” or “Create last written dunning” on the invoice, a corresponding PDF document is generated automatically and adapted to the status of the invoice.

Furthermore, you can have PDF documents automatically stored to a previously defined folder – from which you can print the collected dunnings and send them.

Precise and in line with your needs

The integrated time recording allows your employees to book directly on your project. Billable bookings can be checked and invoiced easily and for specific projects.

Whether material costs, travel costs or external services: Projektron BCS can also add all other billable items to your invoice if desired, thus allowing complete and accurate invoicing. Any discounts negotiated in quotations are indicated separately during invoicing.

If you work with standard services or standard materials, you can save these as articles in Projektron BCS and apply them to your project. If necessary, standard sales prices and scaled prices for articles can be adjusted for specific projects and invoiced accordingly. In combination with creating quotations, interval related fees can be set up on article types, for example for invoicing update fees.

If you have agreed with your customer on a fixed price for the entire project or subproject, this can be invoiced just as easily. If the hours contributed by your employees are to enter into the invoicing on a pro-rata basis, simply specify this by using project-specific invoicing factors.

Time recording

Resource management

Quotation preparation

Convenient solutions

Whether manually or automatically: Projektron BCS makes invoicing easy for you. A wizard will guide you through invoicing step-by-step when you want to create invoices or credit notes. If you also work with invoice templates, you can store your contact data, payment terms, standard phrases and your logo once and simply reuse them time and again.

The invoice generator carries out even more working steps for you. Whether total invoice, split invoices, down payment invoices or final invoice: The billable amounts for all projects are compiled in temporary invoices for you, for example in a monthly cycle. It is particularly efficient to automate invoices that you create at regular intervals, for example as part of maintenance contracts.

Planned in euros, billed in dollars

You have business partners in other countries and want to bill your projects in their currency? It doesn't matter if it's dollars or Swiss francs: In Projektron BCS, you can select any currency and use it for invoices to international customers .

For the complete control of project costs, the local currency is of course still at your disposal.

The flexibility of Projektron BCS also allows you to adjust the VAT rate and language of the invoice.

Customizable

Flexible invoice management in Projektron BCS. For instance, you can design your invoicedirectly in Projektron BCS, e.g. with a logo or individual header and footer. Moreover, you can format the text templates simply using the integrated rich text editor.

In addition, after you have exported an invoice, you can continue processing your data in other systems, such as SAP, or supplement your invoicing processes with individually configured dunning procedures.