Invoicing

Since January 1, 2025, all companies in the domestic B2B sector are required to be able to receive and process electronic invoices. The PDF format does not count as an e-invoice. E-invoices offer the advantage of eliminating manual data entry, which saves time and minimizes errors. To comply with the legal requirement, companies should rely on a system that meets these requirements.

Projektron BCS has been extensively expanded to enable you to switch to e-invoicing smoothly. The integration currently includes the established electronic invoice formats XRechnung and ZUGFeRD – BCS is technically prepared for the current versions of both formats.

If you receive an e-invoice by email and store it on a file server or in a document management system, you can upload it via a dialog in Projektron BCS. In doing so:

• The invoice file is validated in XML format – only correct files in accordance with EN16931 are imported.
• An incoming invoice is automatically generated.
• BCS creates a material cost item in XML for each invoice item and fills it with the corresponding attributes
• The XML file and any associated PDF are stored in the BCS file repository and protected against changes
• A visualization of the XML file is generated

Missing vendor numbers are no obstacle: BCS also checks the legal company name and assigns a supplier on this basis – ideal for companies with high invoice volumes. Attributes that BCS does not provide are not imported. In this case, a corresponding message is displayed.

If you would like to process the data created in this way in BCS as an incoming invoice in an accounting program such as DATEV, please ensure in good time that you have an interface between BCS and your accounting system.

We are already planning a BPMN-based approval workflow that will enable invoices to be approved efficiently. This will ensure clear processes and faster processing times. A duplicate check will prevent invoices from being entered more than once. During the transition period, PDF invoices can also be processed, which guarantees flexibility during the changeover. Projektron BCS supports you in meeting the new legal requirements and optimizing your internal processes at the same time.

With Projektron BCS, the transition from project work to invoicing is seamless. Thanks to integrated time recording, employees book the time and effort of their work directly to a ticket or task and thus to a project. The precise hour-by-hour recording of effort makes it possible to track the type of work performed in detail and thus create a precise basis for project billing. As a project manager, you can check all bookings for your project centrally and approve the work performed for invoicing.

Whether materials used, external costs, items sold or travel expenses: Projektron BCS also adds all other project expenses to the invoice on request, thus enabling complete and precise invoicing. Discounts negotiated in the quotation are shown separately on the invoice. Of course, you can also create credit notes - both for complete invoices and for individual invoice items.

If you work with standard services or standard professional services, you can save these as items in Projektron BCS and transfer them to your project. In combination with quotation creation, you can also set up interval-specific fees for item types, for example to map an update fee.

Standard sales prices and graduated prices for items can be adapted to specific projects and invoiced accordingly. If the hours worked by your employees are to be included in the invoice on a pro rata basis, you can easily define this using project-specific billing factors. If you have agreed a fixed price for an entire project or sub-project with your customer in the order, this can be invoiced just as easily.

Whether manual or automatic: Projektron BCS makes invoicing easy. If you want to create invoices or credit notes, a wizard will guide you through the process step by step. Work with invoice templates to store your contact details, payment methods, standard wording and your logo just once and then reuse them as required.

The innovative invoice generator takes many tasks off your hands: Whether total invoices, partial invoices, down payment invoices or final invoices: billable amounts across all projects are compiled in provisional invoices in a monthly cycle. This allows you to efficiently automate regular invoices in particular, such as maintenance contracts.

Projektron BCS offers individual solutions for your invoice management that can be flexibly adapted. Design your invoices directly in the software, integrate your logo and create individual headers and footers. The integrated editor makes it easy to format text templates.

The flexibility of Projektron BCS goes beyond invoice design. Export your data after invoicing and process it seamlessly in other systems such as SAP. Round off your invoicing experience with an individually configured dunning system to optimize your financial processes. Get started now with Projektron BCS and experience an efficient, customizable and convenient project billing software.

Send your invoices directly from BCS! Whether a single invoice or the entire invoice list: On request, Projektron BCS creates the associated e-mail with a ready-made cover letter, adds the invoice and associated time and expense sheets as PDF files and takes your customer's e-mail address from the customer management system (CRM). Of course, you can customize the cover letter and attach additional files if required.

If customers exceed the specified payment term, you will see the open items in your invoice list with the "Dunning run" setting. This is where you define your dunning actions: If you carry out the "Create written reminder" or "Create last written reminder" dunning action on the invoice, a corresponding PDF document is automatically generated and the status of the invoice is adjusted. You can also have the PDF documents automatically stored in a previously defined folder - from there you can print and send the collected reminders, for example.

Discount regulations for invoices: Payment discounts for your customers

In the payment conditions on the invoice, you can specify the exact period and amount of discount you grant on invoices. Using payment times, payment amount and traffic lights, you can immediately see which payments have been made within the payment term for the cash discount deduction. If you actively set the payment status, you can distinguish which invoices have been paid with a discount and which have been paid late with a discount as a gesture of goodwill.

Flexible currency selection: Planned in euros, billed in dollars

Do you have business partners abroad and want to process your projects in their currencies? Whether dollars, Swiss francs or Chinese yuan renminbi: in Projektron BCS you can create any currency and use it for invoices to international customers. The local currency is of course still available to you for monitoring project costs as part of project controlling. You can also customize the VAT rate and the language of the invoice. With Projektron BCS you are ideally equipped for international project invoicing.

With Projektron BCS, you can create and manage credit notes in an uncomplicated and flexible way, allowing you to better control financial processes. Whether you are making commission payments, issuing refunds or making corrections, you can create credit notes with just a few clicks and clearly design the entire process from entry to processing. The clear assignment of credit notes to individual projects or service providers ensures transparency and seamless integration into your accounting system.

In particular, companies that often work with external partners benefit from the automation and efficient processing. With the credit note function in BCS, you can optimize your accounting by ensuring that all transactions are recorded accurately and that no bill is overlooked. You reduce manual intervention and thus minimize errors. This saves you time and allows you to concentrate on what's important – successfully implementing your projects and maintaining valuable partnerships.

Projektron BCS offers you full control and flexibility: Adjust the credit process individually to your requirements and ensure that all parties involved are always settled correctly and up-to-date. This way, you maximize efficiency and transparency in your financial management.

Our BCS module for intercompany clearing is the answer to the challenges of complex group structures. The terms intercompany billing describes the processing of financial transactions between different companies within the same group. Simplify the billing of services, optimize your processes for cross-company code business processing and create the basis for transparent and successful collaboration in your corporate network with Projektron BCS.

Intra-group billing is carried out in Projektron BCS with supplier credit notes. By setting up company codes once and making clear assignments, the software enables the transparent allocation of internal personnel costs. This is particularly relevant when employees from different companies are involved in intra-group projects. The supporting company acts as an internal supplier and internal personnel costs are incurred that are not charged at the usual internal rate.

Projektron BCS allows the assignment of allocation rates for functions with which the internal personnel costs are allocated. The distinction between companies is made by using company codes.

Projektron BCS offers a customized solution for companies that carry out projects with several legally independent companies by enabling clear and transparent internal billing of services between companies.