You can easily create invoices using the Invoicing module:

With the Invoicing module, you create planned Invoice Items for every project:

With the Invoicing module, you bill correct data:

With the Invoicing module, you never forget an invoice:

With the Invoicing module, you keep track of all payments:

If you use the Invoicing module, you must first make a few basic settings in ZEP under Administration > Invoicing > Settings.

To do this, either click on the pen-and-paper symbol next to the bold headings or the Change Settings button.

Specify here from which month Invoicing is introduced in ZEP.

From the entered month onwards, the module takes effect, and you can plan, release, and bill your invoices.

If you change the introduction date in the settings, certain conditions must be met:

If you use the Locations & Departments module, you can specify whether there should only be one number range or a separate number range per top-level department.

If there is only one number range, specify the invoice number format here:

The entered text appears as the prefix in the Invoice Number.

The following placeholders can be used:

This is the length of the number inserted between the prefix and suffix. The number is padded with leading zeros, if necessary.

Invoice No. Suffix

The entered text appears as the suffix in the Invoice Number.

The following placeholders can be used:

The entered text appears as the prefix in Incoming Credit Notes. The rest of the number is composed of the parameters above (Invoice No. Prefix + Invoice No. Length + Invoice No. Suffix).

Examples for Invoice Numbers:

If you do not activate this option ("No"), ZEP always defaults the Invoice Date to today's date.

However, you often create an invoice not exactly on the appropriate day, but a few days before or after. ZEP can recognize this case based on the planned invoice date of the Invoice Items and then suggest the Invoice Date accordingly.

Example: The Invoice Item is set for 01.11 to 30.11 and is planned to be billed at the end of the Service Period, i.e., on 30.11. However, you do not create the invoice until 01.12. and still want ZEP to suggest 30.11 as the Invoice Date.

To do this, you must activate the "Smart default for invoice date" setting:

If you activate this option ("Yes"), ZEP defaults the Invoice Date as follows:

All suggested dates can be overwritten by the users.

If the setting is deactivated ("No"), an invoice contains only one VAT Rate, which is applied to the sum of all Net Amounts.

If this setting is activated ("Yes"), the tax rates specified for the Receipts are used for forward invoicing during billing.

Example: An accommodation receipt can contain amounts with both 7% VAT and 19% VAT.

If you want to bill such Receipts with the different VAT amounts, activate the setting ("Yes").

If you activate this setting in Administration > Settings, it applies as the default setting for every invoice, but it can also be deactivated for each individual invoice.

This setting influences the design of the Invoice Address in ZEP Invoicing.

You record the customer's Invoice Address completely under Customer > [Customer Name] > General > Addresses. You can create multiple customer addresses and mark one as the Invoice Address. If the Invoice Address should also contain a name, type it into the desired address line.

When invoicing with ZEP Invoicing, the customer's Invoice Address is used and supplemented with the name of the Contact Person: The name is inserted into an additional line between the customer name and the customer address lines. The project Contact Person is used. If the project has no Contact Person, the customer's primary Contact Person is used. If the Salutation "Mr" is set for a Contact Person (under Customer > [Customer Name] > General > Contact Person), this Contact Person is inserted into the Invoice Address as "to Mr..." (Herrn...).

Regardless of this, you can always adjust the address of an individual invoice as desired at the time of billing.

Here you can optionally set whether the Abbreviation (Initials) of the employee who created an invoice is output on the invoice after the date. You can see the name of the Invoice Creator in the "Data" of the invoice (Invoice > Data) in the line "Invoice file created on... by..." after the date.

When creating an invoice item, you can specify whether you would like to have a "Detailed listing of expenditure in the invoice table."
If you activate this checkbox, the quantity (number of hours) as well as the respective unit price will be output additionally for each invoice item on the first page of the invoice (in the table of invoice items). The default setting for new invoice items can be adjusted here.

Set the file format in which you want to create the ZEP invoices.

Here you can configure which day intervals should be displayed in the columns of the "open Items Report." (Only available if Incoming Payments are managed in ZEP.)

Set here whether you want to manage Incoming Payments for invoices in ZEP, Yes or No.

When you send invoices to your customers via email, you can enter a dedicated email address for this purpose (different from the address specified under Administration > My Company > E-Mail for automatically sent emails). If necessary, specify a sender name, a reply address (Reply-To), and a reply name (Reply-To).

Reply Name (Reply-To) for Invoice Dispatch via Email

Any potential reply from the customer to the invoice sent as an email will be sent to this name.

Reply Address (Reply-To) for Invoice Dispatch via Email

Any potential reply from the customer to the invoice sent as an email will be sent to this email address.

For invoices that you send via email, you can store an S/MIME certificate and send the email digitally signed. Upload the certificate and the private key (except in PEM format). If you use the Departments module and have separate settings for invoice dispatch per department, you can also set these within the department settings.

If you send invoices with multiple PDF files attached as an email, you have the option to merge these PDF files. Here you can pre-set this option, so that when sending, you only need to enter the name of the merged PDF file.

Path: Administration > invoicing > Article

Here you can define a simple item management.
Items can be billed as invoicing items. With the Proposal Creation module, items can also be used as proposal items for proposals.
By clicking the "+ Create new item" button, create an entry for each item you wish to offer in your proposals or bill on your invoices. Each item has an item number, a description, and a currency.

Unit, unit price, and description are optional. You can create the data in multiple languages.

If an item is used in an invoicing or in a proposal, it can no longer be deleted; set such an item that is no longer required to "inactive."

If you click on the copy symbol in front of the description, all data of the item will be copied with the addition of "Copy" in the item number.

Path: Administration > Billing > Customer Additional Fields

Freely definable fields that are displayed on the invoice. Here you define generally applicable Additional Fields that are automatically adopted as the default value for every customer. They may serve as a template for defining a customer's own Additional Fields. You can enter the Customer Additional Fields per language (German, English, and French). The language of the first Invoice Item on an invoice is used.

You can still adjust the field contents and the Upper / Lower Invoice Text during every Invoicing process.

Path: Administration > Invoicing > project additional fields

The additional fields defined here apply to all projects for which you have not defined your own additional fields. If applicable, they serve as a template for defining a project's own additional fields.

You can enter the additional project fields for each language (German, English, and French). The language of the first invoice item on an invoice is used.

Additional project fields are used during invoicing (Factura):

You can include placeholders and, if applicable, "text modules" in the text. On the invoice, these placeholders are displayed accordingly with the values stored for the project.

Path: Administration > Billing > Dunning Levels

You can define various Dunning Levels here. Some common Dunning Levels with corresponding names and texts are already pre-defined.

You can change the sequence of the Dunning Levels using the "Up Arrow" or "Down Arrow" symbols.

You can create any Dunning Levels using the "New Dunning Level" button:

By clicking the pen-and-paper symbol and the trash can symbol, you can edit or delete an entry, respectively.

Path: Administration > Invoicing > Text Modules

Compose your invoice text individually and at the touch of a button using pre-defined Text Modules.

Here you can store predefined texts for Invoice Items, Project and Customer Additional Fields, as well as for reminders.

Click the button “+ New Text Module” and enter a name for the Text Module in the dialog window and select the corresponding language. Enter the desired text in the Content field. You can also embed certain Placeholders here; these Placeholders will then be replaced by the corresponding values in the text.

Path: Administration > Invoicing > Mail Templates

ZEP offers you the possibility to send emails at various points. For these emails, there are standardized texts included in the emails.

Here you can customize the standardized text for the Invoice and Reminder Mail Templates. You have the option to send specific information regarding invoices or reminders using general Placeholders and Text Modules.

With the Export for Accounting Module.

Path: Administration > Invoicing > Revenue Accounts

You must specify a Revenue Account in every Invoice Item.

Define your Revenue Accounts in the Master Data. Each Revenue Account has the following fields:

There can be more than one Revenue Account for the same Country Identifier and VAT Rate. These will then be available for selection in the Invoice Item. You must assign a Country Identifier (Domestic, EU, Third Country) to each customer.

Similarly, you can create a Revenue Account with multiple VAT Rates. To do this, click the button + New Revenue Account, enter the number with the desired VAT Rate, and save.

Corresponding to this assignment, the Revenue Accounts for a specific tax rate will be offered to you when creating the Invoice Items (depending on the Revenue Accounts defined for a specific tax rate).

Path: Administration > My Company > Company Data

Enter data about your company here. This data is needed as the "invoice sender" for the creation of ZUGFeRD Invoices and XRechnung Invoices as well as for the Swiss QR Code. This data is also used as a Placeholder Variable for the Letterhead. This means that if your Company Data changes (e.g., change of legal form, change of address, etc.), you can make the change here, and the updated information will automatically be adopted into all your Letterhead templates where you have inserted a Placeholder for this data.

In general, the tasks of a Project Manager are the planning of Invoice Items and the release for invoicing of "their" projects.

The tasks of an Administrator or Controller (and potentially the Department Manager when the Locations & Departments module is used) are then the Invoicing process, potentially Corrections (cancelling/deleting/correcting), and maintaining the Payment Documentation. Additionally, Administrators and Controllers (and Department Managers) can also plan and release Invoice Items.

✅1 = only for own projects

Set whether the customer should receive the invoice in a machine-readable invoice format. Under Customer > [Customer name] > General > Addresses, you can select the desired format:

ZUGFeRD 2.0.1 (15.10.2019)
ZUGFeRD 2.1.1 (1.7.2020)
ZUGFeRD 2.2 (1.3.2022)
ZUGFeRD 2.3.2 (15.11.2024)
XRechnung (current version)
XRechnung 2.1 (1.2.2022)
XRechnung 2.2 (1.8.2022)
XRechnung 2.3.1 (1.8.2023)
XRechnung 3.0.1 (1.2.2024)
Swiss QR Code
Swiss QR+Swico

The following additional information in ZEP is important for invoices in ZUGFeRD format:

You must also provide information about the invoice issuer (i.e., your own company):

Please note: Invoicing to customers for whom ZUGFeRD is activated is then only permitted in the ZUGFeRD invoice format.

If you have customers who only accept invoices as XRechnung, set this here.

When the invoice is generated, an XML file with the XRechnung is created, along with a PDF for visualization based on the stored letterhead or email stationery.

And under Project > [Project Name] > General > Tasks > Edit Task > Billing tab, you can also specify a purchase order and an order number at the task level:

Path: Project > [Project Name] > Account settings > Format

Use this menu item to control the language, appearance, and content of the reports you access for this project under Project time record, Project turnover, or Customer turnover.
Within the Invoicing module, the language of the entire invoice as well as the format of the detailed attachment for your time-and-materials invoices is also defined here.

Select the project language as the default for the invoice items. The language setting also includes the language-specific formatting of dates, times, and decimal numbers.
If you set the language for the project to "-Standard-", your ZEP standard language set under Administration > My Company > General applies.
If a fixed language other than the standard language is to apply to the project, set it here under Account settings > Format.

The details for the invoice attachment are only effective for projects and tasks billed on a time-and-materials basis. Set for each report how employees, working times, travel costs, and receipts should be displayed:

In general, the tasks of a project manager are the planning of invoice items and the release for billing of "their" projects. The tasks of an administrator or controller (and, if the Locations & Departments module is used, potentially the department head) are then invoicing, any corrections (cancel/delete/correct), and the maintenance of the payment documentation. In addition, administrators and controllers (and department heads) can plan and release invoice items.

In this chapter, you will find detailed instructions on how to bill a project:

In the selected project under the invoicing tab, you have the sub-menu items Invoice items, Invoices, Open items, Sales forecast, and Additional project fields. These sub-menu items are only displayed for customer projects, not for internal projects that are not assigned to a customer.

Once you have fully planned your project (tasks, employees, etc.) and possibly defined how the detailed attachment of your invoices should look under Project > [Project Name] > Account settings > Format, you can plan the invoice item(s) for this project.

Project manager
A project manager with budget responsibility (permission: User with additional rights) generally plans his project. With the Invoicing module, he can accordingly also plan the billing of his project. This means he will usually plan and check the billable services as invoice items.

Administrator and Controller

The tasks of an administrator or controller (and, if the Locations & Departments module is used, potentially the department head) are then invoicing, any corrections (cancel/delete/correct), and the maintenance of the payment documentation. In addition, administrators and controllers (and department heads) can plan and release invoice items.

Under Project > Invoicing > Invoice items, you can create invoice items, check for missing invoice items, release invoice items, and bill them.

Missing invoice items
Display of the period for which no invoices have been planned yet, but for which bookings (billable times or receipts) exist. If you click on an entry, you can enter a new invoice item for it.

Planned invoice items
New invoice items can be entered using the New invoice item button. Mark the checkbox of one or more invoice items and click on Release or Preview so that these items are released or displayed in the invoice preview.

Released invoice items
The table displays the invoice items released for billing. Mark the checkbox of the corresponding invoice items to:

Billed / Cancelled invoice items
Although the project manager cannot create bills himself, he can see the billed / cancelled invoice items and the payment documentation for them here.
In the table, the net amounts of the individual invoice items are listed per row. Subsequently, the sum of all invoice items is output as a net amount; the corresponding VAT amount is shown in the row below, followed by the resulting total gross amount. The VAT is calculated in ZEP on the total net amount and rounded to 2 decimal places (to 5 centimes for Swiss Francs, if so specified under Administration > Project Time & Receipts tile > Settings).

You always create invoicing items within the project in the Invoicing sub-menu. Click on the button + New invoicing item (or on an entry in the table of missing invoicing items; here, project-specific periods are displayed in which billable project times or receipts have been recorded but are not yet planned as an invoicing item).

Missing invoicing items
For time-and-materials projects (and time-and-materials tasks that are billed individually), this is clear, as every recorded expense (time, receipt, or travel costs) must be billed directly via a time-and-materials invoicing item. If an expense is not matched by a suitable time-and-materials invoicing item, then an invoicing item is missing.
Fixed-price invoicing items are not taken into account when determining missing invoicing items for time-and-materials projects.

It is different for fixed-price projects, as here the invoicing has no direct reference to the booked expenses; instead, the invoicing amount is entered manually. Therefore, missing invoicing items are determined as follows: If a time or a receipt has been booked to a fixed-price project (or fixed-price task), ZEP determines whether a fixed-price invoicing item exists that includes the date of the booking in its performance period. If there is no such invoicing item, a missing invoicing item is displayed.

You can transfer a missing fixed-price invoicing item into a planned invoicing item with one click.

Planned amount

Status planned or released:
Normally, you only create planned invoicing items for the time being. If necessary, you can also release the invoicing item immediately.

Invoicing text: Freely editable field for the invoicing text, pre-filled with the project short form and project designation, the invoicing type (e.g., the task), the invoicing period (with placeholders %from% - %to%), and the additional project fields. You can change the pre-filled text as desired. Using the link "Insert standard text" will pre-fill the standard invoicing text again. You can use this link whenever you have copied invoicing items or changed invoicing texts and want to restore the standard text.

Save your entries.

The created invoicing items are displayed in the table, sorted by planned invoice date:

Mark the checkbox of the corresponding items and click on Release or Preview so that these items are released or displayed in the invoice preview. If the "until" date of an invoicing item has been reached, the checkbox for this invoicing item is already activated.

Planned invoice date: If the date is already in the past, the invoicing item checkbox is activated by default to indicate that this invoicing item should be released.

Abbreviation of the invoicing type of the respective item:
T = on a time-and-materials basis according to daily rate
S = on a time-and-materials basis according to hourly rate
A = amount on a time-and-materials basis (receipts, additional meal expenses/travel flat rates)
P = flat rate

The type of invoicing determines what you bill. Which invoicing item types are available for selection depends on the project settings. Depending on which type you choose, the rest of the entry form generally changes. The following types exist in ZEP:

For projects with the invoicing type "expense according to hourly rate" or "expense according to daily rate," the incurred expenses can be billed using the invoicing item type "Time and materials."

For a expense invoicing item, you specify the planned amount, i.e., an estimated value for the actual expense. At the time of invoicing, the billed amount is determined from the recorded expense and will therefore usually differ from the planned amount. Optionally, you can enter an amount that should be billed as a minimum, even if the amount is not reached by the services rendered. If the actual amount is higher, the higher amount will be billed (activate the checkbox "bill at least this amount").

A expense invoicing item can subsequently be further broken down: restricted by employee or with working times separated from receipts and travel costs.

For every project—or, if you have set "Tasks are billed individually" for the project, for every individual task—fixed prices can be invoiced. Even for time-and-materials projects, free fixed-price invoicing items (i.e., those independent of the recorded expense) can be (additionally) defined and invoiced.

The planned amount of a fixed-price invoicing item is calculated from quantity multiplied by unit price and will later be adopted directly as the invoiced amount during invoicing. You can enter a quantity as a number with up to 5 decimal places. Trailing zeros are not displayed on the invoice.

Articles can be invoiced for each project. These are additional free invoicing items, meaning they are independent of the recorded expense. Articles can be defined under Administration > Invoicing > Article. Article invoicing items behave like fixed-price invoicing items. If you select Article as the type, you can choose an article from the master data in a further selection list, and the corresponding article characteristics will be adopted (unit price, unit, currency). However, you can also select "- none -" as the article and enter the quantity, unit price, and unit as desired. Only the designation of the article according to the master data is listed in the invoicing text of the article item.

If "Tasks are invoiced individually" was set in the project data of a project, then a separate invoicing item must be created for each task. Depending on the invoicing type of the task, the task invoicing item is then either a fixed-price invoicing item (for a flat-rate task) or a time-and-materials invoicing item (for a time-and-materials task).

This type of invoicing item is available for time-and-materials projects where "Tasks are invoiced individually" is set.

Receipts in ZEP can optionally be booked to a task or directly to a project without a task. If "Tasks are invoiced individually" was set in the project data of a project, a separate invoicing item is created for each task via the Task type. This contains the expenses booked to the respective task. For receipts that were booked directly to the project without a task, there is the "Other receipts" type. An invoicing item of this type will invoice exactly the amount of these receipts to be invoiced.

This type of invoicing item is available for time-and-materials projects where "Tasks are invoiced individually" is set.

Additional meal expenses and travel flat rates, provided they have been set under Projects > [Project Name] > Invoicing settings > Travel settings, always apply to the overall project. They cannot be broken down into individual tasks. If "Tasks are invoiced individually" was set in the project data of a project, a separate invoicing item is created for each task via the Task type. This contains the expenses booked to the respective task. For the additional meal expense and travel flat rate receipts, which apply across the project without being assigned to a task, there is the type "Additional meal expenses / travel flat rates." An invoicing item of this type will invoice the additional meal expenses and travel flat rates to be invoiced.

A surcharge item contains a percentage value that is to be added to or deducted from the invoice (in the latter case, with a "-" before the number).

For projects with the invoicing type "fixed price" or "time and materials," as well as for individually invoiced tasks with the invoicing type "fixed price," "time and materials," or a mixture of both, invoicing with deduction invoices (or payment requests) and a final invoice is possible. This means you invoice an agreed fixed price or a time-and-materials service in two or more service stages.

Example: Project with invoicing type "fixed price."
To invoice according to service progress (percentage deduction on subtotal and fixed-price deduction function similarly), proceed as follows:

In the case of multiple deductions according to service progress relating to the same final invoicing item, the service progress and planned invoice date must be in matching ascending order.

Example:
A 10% service progress must have an earlier planned invoice date than a 50% service progress.

Therefore, every time you change the planned invoice date or the service progress, you must first update the table of previous deduction items before saving.

If you subsequently call up the final invoicing item again via the pencil symbol, the associated deduction items with their respective amounts are displayed in a table. The planned final amount of the final invoice is calculated from the total amount minus deductions.

For each deduction item, you also see the preceding deduction items (regarding service and date) in a table. The planned final amount of the deduction item is calculated from the service progress in percent of the total amount minus previous deductions.

As you can see: By recording a deduction item, the planned amount of the subsequent deduction items (regarding service and date) and the planned amount of the final invoicing item change.

An invoicing item according to service progress (deduction or final invoice) can only be invoiced when the associated deduction items preceding it in terms of service and date have already been invoiced. Deduction items relating to two different final invoicing items can be invoiced together on the same invoice (Example: Garage 10% and main house 70% completed).

For invoicing with fixed-price deductions, proceed similarly: create an invoicing item of the type "Final invoice fixed price" and then the invoicing item(s) of the type "Deduction fixed price." If the final invoice and the deduction invoice(s) (or payment requests) are to contain one or more invoicing items as a percentage of the subtotal (e.g., ancillary costs), use the types "Final invoice percentage of subtotal" or "Deduction percentage of subtotal."

In the next step, you grant the release for billing for a "planned" invoicing item; the invoicing item is then in the "released" status.

Releasing means that someone (the project manager) has checked the invoicing item and, if applicable, the associated expenses (e.g., using the preview) and that someone (with administrator rights) can create the invoice. One can view the release as an interface between project management and the accounting department.

For released time-and-materials invoicing items of a project/task, the performance period is "locked", meaning that for this project/task in the corresponding period, no times or receipts can be recorded/changed/deleted anymore. Reason: The amount of time-and-materials invoicing items is directly dependent on the recorded expenses and is usually also visible in detail in the attachment of an invoice. The project manager has checked and released everything to ensure that no changes take place after their check. Therefore, the symbols for changing and deleting are no longer present for the corresponding project times and receipts in the various reports.

When releasing other invoicing items (fixed price, etc.), there are no locks, as there is no direct connection between expense recording and invoicing. The checkbox for planned invoicing items whose "to" date has been exceeded is already activated by default to signal this missed deadline to you.

With Preview, you check the corresponding item (or several items simultaneously) and receive a "preview of the invoicing item." On the first page, the selected invoicing items are displayed in a table:

In the table, the net amounts of the individual invoicing items are listed per row. Subsequently, the sum of all invoicing items is output as a net amount; the corresponding VAT amount is shown in the row below, followed by the resulting total gross amount. The VAT is calculated in ZEP on the total net amount and rounded to 2 decimal places (to 5 centimes for Swiss Francs, if so specified under Administration > Project Times & Receipts > Settings).

The customer additional fields and the upper invoicing text are displayed above the table; the lower invoicing text is displayed below the table. Below that, for a time-and-materials invoicing item, details on the invoicing items are provided if applicable (depending on your specifications in the project's Format sub-menu item).

If you are satisfied with the invoicing preview, activate the checkboxes of the invoicing items to be released and activate Release.

Recurring invoicing upon release

The following selection options are available for recurring invoicing:

In the case of an invoicing item with repetition, ZEP will automatically create the new invoicing item for the next period as "planned" as soon as an invoicing item is released, so that you do not have to worry about it yourself.

The released invoicing item itself loses the recurring invoicing property upon release. Even if you remove the release, the reset invoicing item no longer requires the repetition. Instead, the new invoicing item created during release for the next invoicing period carries this property. No further invoicing item will be created once the project end date is reached or exceeded.

Example: Project duration 01.01.2023 - 30.06.2023. An invoicing item for the period 01.01.2023 - 31.05.2023 with monthly repetition is defined. When you release the invoicing item, the next invoicing item from 01.06.2023 - 30.06.2023 is created as "planned," and the monthly repetition is set. If you release this new invoicing item, the period 01.07.2023 - 31.07.2023 is determined for the next invoicing item. Since this period lies outside the project duration, no new invoicing item is created.

Example with exceeding: Project duration 01.02.2023 - 15.03.2023. An invoicing item for the period 01.02.2023 - 28.02.2023 with monthly repetition is defined. When you release the invoicing item, the period 01.03.2023 - 31.03.2023 is determined for the next invoicing item. However, since the project only runs until 15.03.2023, the new invoicing item is defined for the period 01.03.2023 - 15.03.2023.

Example with subsequent change of the project end: Project duration 01.01.2023 - 30.08.2023. An invoicing item for the period 01.01.2023 to 31.05.2023 with monthly repetition is defined. When you release the invoicing item, the next invoicing item from 01.06.2023 - 30.06.2023 is created as "planned," and the monthly repetition is set. Now the end date of the project is set to 31.05.2023. The invoicing item already generated for the period 01.06.2023 to 30.06.2023 is therefore no longer valid and is marked with a red pencil symbol. The checkbox for such an invoicing item cannot be activated.

For released time-and-materials invoicing items of a project/task, the performance period is "locked," meaning that no more times or receipts can be recorded/changed/deleted for this project/task in the corresponding period. Therefore, the symbols for changing and deleting are no longer available for the corresponding project times and receipts in the various reports. If you nevertheless need to change, delete, or add such a project time or receipt, you can undo the release of the corresponding invoicing items:

The "workspace" of a project manager in ZEP ends here; invoicing is handled by the controller or administrator.

Administrators and controllers (and, if the Locations & Departments module is used, department heads) have the option to select "Bill" for released invoicing items.

To bill released invoicing items, activate the checkbox for the desired released invoicing items and activate Bill to start the invoicing process.

In the subsequent popup window, you can make various settings for the invoice across two pages (buttons "next" and "back").

Invoicing data:

Title:
Heading of the invoice. Normally, "Invoice" will be entered here. If you are billing a negative amount (in the case of a fixed-price invoicing item or through a negative percentage in a surcharge invoicing item) or if the total invoice amount results in a negative figure, the invoice becomes a "Credit Note." For canceled invoices, the title "Cancellation Invoice" is pre-set here.

Invoice number:
This is pre-filled according to the information in Administration > Invoicing > Settings and can be changed by you. If you have made changes in this field that you wish to undo, you can use the link "Next free Inv-No" to restore the Inv-No suggested by ZEP.

Invoice date:
The date is pre-filled; you can adjust it here. See also the setting "Intelligently pre-fill invoice date" under Administration > Invoicing > Settings.

Customer address for pre-filling:
Select which customer address should be pre-set in the "Invoicing address" field. The default is the defined invoicing address of the project.

Invoice recipient:
Select from the customer's contact persons (or selection: --- if no invoice recipient should appear on the invoice). The invoice recipient is listed in the invoice address.

Invoicing address:
The invoicing address is pre-filled here according to your project settings. You can also change the invoicing address by:

Your change only affects this single invoice.

Cash discount period in days:
Indication of the cash discount period stored for the customer. Can also be overwritten here.

Payment term in days:
Indication of the payment term stored for the customer. Can also be overwritten here.

VAT:
The VAT stored for the customer is pre-set. However, you can freely edit the VAT at this point for this single invoice. The VAT will be shown on the invoice according to the value entered here. The VAT calculation for invoices spanning several invoicing items is based on the rounded final amount of the invoice.

Order of invoicing items:
You can put the invoicing items in the desired order by clicking and dragging. To do this, click an invoicing item with the mouse, hold the mouse button down, and drag the invoicing item to the corresponding position.

When you have made all necessary settings here, confirm with Next to proceed to the second page of the popup window.

Additional fields and format:

Additional fields:
Here you can adjust the content text of the defined customer additional fields: field name and field content, as well as the upper and lower invoicing text.

Date format of the invoice:
Here you can select in which file format the invoice should be created. The default corresponds to your specifications from the menu item Administration > Invoicing > Settings.

Selection of department-specific letterhead:
The letterhead of the department of the project for the first invoicing item is pre-set. If you want to use a different letterhead for this invoice, select the corresponding department here. A user with administrator rights can define different letterhead per department in the department administration. Detailed instructions for creating letterhead can be found under Administration > My Company > Letterhead.

With Back, you can return to the previous page of the popup.

With Finish, the invoice is generated with the information you have selected. You will be redirected to the page of the newly created invoice, where you have further action options (print or send by email, etc.).

You can find all data and details for a selected invoice in the object menu of that invoice.
To access the details of an invoice (object menu of the invoice) or to perform specific actions, click on the invoice number displayed as a link in the invoice table. To return to the project or customer, click on the corresponding entry in the breadcrumb trail (e.g., Project: Sample Project).

List of invoicing data: Here you will find the customer assignment, the invoice number, as well as all information regarding the invoiced amount and payments already received (only if incoming payments are managed in ZEP), as well as the cash discount period and payment term. You can "Create new reminder" if necessary. Additionally, you can store further information about this invoice via the "Internal remark" link. This internal remark is displayed and edited exclusively here.

List of invoicing items: The individual invoicing items contained in the invoice are listed here. In the "Billed amount" column, you can see the amount that was invoiced for each invoicing item.

You can download the invoice and print it or save it in another location.

If receipts with file attachments exist for the invoice, the associated receipt file PDF is offered as an additional download.

Invoices can be sent by email via a link on the invoice details page. To use the invoice dispatch feature, the ZEP mail client must be used.

Furthermore, the invoicing address of the respective customer must be released for invoice dispatch (an email address must be entered): You can optionally request a read receipt from the email recipient. Activate the checkbox "Request read receipt," and the recipient will receive the email with a request for an acknowledgment of receipt. Please note: whether a confirmation is sent depends on the recipient's mail program and settings. The read receipt always applies to all recipients, meaning those in CC and BCC will also be asked for confirmation.

The invoice document is added to the email as a file attachment. If receipts with file attachments exist for the invoice, the associated receipt file PDF is added as an additional attachment. If documents exist for the invoice, the associated documents are added as further attachments.

All documents are optional file attachments. By "clicking away" the respective document names, you delete these documents from the attachment. You can merge the PDF attachments of this email (invoice and other PDF documents from the document storage) into a single PDF attachment so that the recipient only has to download/open one attachment. Please note: You can only merge PDF files! Documents in other formats will be sent as separate attachments.

ZEP displays for each invoice when it was last sent to the customer by email.

Resending an invoice
When an invoice is sent again, it might potentially be subject to VAT again. If you resend an invoice via email from ZEP, you can optionally choose to mark this invoice as a "Copy". When you click "Resend" in an invoice menu, you can specify the following in the subsequent dialog: "Mark the invoice file as a copy". Please note: this marking as a copy is only possible for invoices in PDF format.

Invoices can be sent as an email via the invoice details page. To do this, you must have previously configured the mail server accordingly under Administration > My Company > Email. Under Administration > Invoicing > Settings, you can make further specifications for invoice dispatch by email. Furthermore, the invoicing address of the respective customer must be released for invoice dispatch (an email address must be entered).

A corresponding email template is located under Administration > Invoicing > Mail Templates. You can edit this as you wish.

The invoice document is added to the email as a file attachment. If receipts with file attachments exist for the invoice, the associated receipt file PDF is added as an additional attachment.

In contrast to the invoice document, the receipt file PDF is an optional file attachment. Deactivating the corresponding checkbox results in it not being sent.

The payment documentation is only available if Manage incoming payments in ZEP is activated under Administration > Invoicing > Settings.

For each invoice, you can document the incoming payment for that invoice in the Payment documentation sub-menu item.

Record each incoming payment and each reduction with the date, amount, and remark if necessary. When you document the first incoming payment for an invoice, the amount is pre-filled with the invoice amount (gross). You can change this amount if only a partial payment has been received. When you document a second incoming payment, the remaining amount for the invoice to be paid is pre-filled.

If you have changed the pre-filled amount, you can restore it using the Remaining amount link. In the table header, you always see the amount of the invoice that has not yet been paid. Also note the "Open items" report, which provides an overview of the open amounts.

Example of payment with reduction:
For an invoice of 100 EUR, the customer transferred 97 EUR after deducting a cash discount. You record two payment entries: 97 EUR payment and 3 EUR reduction. This ensures that no more open items are shown for this invoice.

For each invoice, you can upload any documents (e.g., employee time records, etc.) to this invoice in ZEP via the New document sub-menu item. When sending the invoice, you can then attach the documents assigned to the invoice.

If you use document management, you can also easily attach documents you have uploaded from the project folder (e.g., signed time records) to the invoice when sending it. When you send the invoice, click the link Add project documents in the attachment section. The folder structure of the project (or projects) will be displayed. When you select a folder, all contained documents are displayed. If a document should not be attached, remove it from the list.

When you cancel an invoice:

As an administrator or controller (and potentially a department head when using the Locations & Departments module), you can cancel invoices in ZEP. To cancel an invoice, go to the Cancel sub-menu item of the invoice and click the Cancel button.

Once you have canceled an invoice, the invoicing items billed with that invoice are duplicated. This means the invoicing items are now available again in the "released" status. In addition, another fixed-price invoicing item containing the credit amount is created (either one for the total invoice amount per project share or one per invoicing item).

Example: A time-and-materials invoice with three items was created; the invoice amount was 125.00. The customer complains about an incorrect booking. The invoice is canceled.
To correct the incorrect booking, you must remove the release for the associated invoicing item to remove the lock on the booking. You then correct the incorrect booking. Afterward, you release the invoicing item again. Now you can bill the total of 4 invoicing items again. The amounts of the time-and-materials invoicing items are recalculated. Added to this is the credit amount for the canceled invoice. Whether you bill the credit in a separate invoice or together with the other invoicing items is up to you.

Correcting an invoice means changing the invoice while the invoice number and invoice date remain unchanged. This is also possible even if incoming payments have already been registered. The previous invoice document is retained in the system as an "old version." Therefore, you can still trace later when the invoice was changed and what it looked like before.

In the correction process, there is a type of "invalid intermediate state" ("In correction") for an invoice. In this state, invoicing items can be edited, added, or removed. This means that you do not have to complete corrections immediately but can leave this state pending over a period of time.

An invoice that is in the "in correction" status can be edited; the invoicing items can be changed, removed, or deleted, and new invoicing items can be added. With the "Complete correction" action, you then create a new version of this invoice, while the invoice number and invoice date remain unchanged.

With [Start correction], you put an invoice into the "in correction" status. An invoice in the "in correction" status can be edited; the invoicing items can be changed, removed, or deleted, and new invoicing items can be added. With the "Complete correction" action (on the left in the menu), you then create a new version of this invoice, while the invoice number and invoice date remain unchanged. The previous invoice document is retained in the system as an "old version." Therefore, you can still trace later when the invoice was changed and what it looked like before.

For expense invoices: The invoicing items of the invoice currently in correction are initially still in the "released" status. This means that associated periods for the relevant project are locked for project time and receipt recording. If you wish to change or add booked times or receipts for this invoice, you must first set the relevant invoicing item to "planned" status, which unlocks the periods.

With [Edit], you can change invoicing texts, the address, and the VAT of the invoice.

If an invoicing item already exists that should be added to this invoice, use Add invoicing item. You will receive a list of the invoicing items that are eligible and can add one or more to this invoice.

Use New invoicing item to create a completely new invoicing item. By clicking on the copy symbol, you create the new invoicing item as a copy of an existing invoicing item.

With the trash can symbol, you delete an invoicing item completely from ZEP. If you only want to remove the invoicing item from this invoice so that it can be assigned to another invoice, use the removal symbol.

With the "Complete correction" action (on the left in the menu), you create a new version of this invoice, while the invoice number and invoice date remain unchanged. In the complete correction dialog, you can also:

When you complete the invoice correction, a new invoice document is generated based on the changed data, and the contained invoicing items are set to the "billed" status.

Specify whether you want to display the correction date on the invoice and click Save.

Normally, you do not delete invoices; instead, you cancel or correct them. However, if you have created an invoice incorrectly but have not yet sent it to the customer and have not left any other "traces," it is often easier for you to delete the invoice and, if necessary, create it again.

When you delete an invoice:

The invoice number is "free" again. If it was the last number in the system, ZEP will suggest it again during the next invoicing. However, if there were already subsequent invoices, you must close this "gap" in the invoice numbers yourself. Make a note of the deleted invoice number so that you can reuse it for a new invoice.

If incoming payments have already been documented, you cannot delete the invoice. If no incoming payments have been documented, you can delete the invoice.

All valid items of the deleted invoice are automatically re-entered into the invoicing items table with the "released" status. Now you can make your changes (if necessary, remove the release to be allowed to change booked times/receipts) and bill the invoicing items again.

In the event that you need to issue invoices to multiple customers for a single project, you can activate the "Invoicing to multiple customers" checkbox in the project under Data & Plan.

It can happen that a project must be invoiced to different customers (e.g., property developers, architects, etc.). Despite this, the project remains a single unit and should be booked and evaluated as such.

When you want to map such a case in ZEP, activate the Invoicing to multiple customers checkbox in the Project under Data & Plan.

Once this option is activated, the customer under Data & Plan is listed as the "Primary Customer," and a new menu item, Customers, appears under Invoicing settings. Here, you can select and assign another customer to the project. You can define which customer is managed as the "primary customer." In the invoicing item, you then select the specific customer (primary or secondary) to whom that invoicing item should be addressed. Otherwise, the secondary customer has no further significance for this project.

The Sales forecast and Open items reports for a project with invoicing to multiple customers include an additional column indicating the respective customer.

Once the "Invoicing to multiple customers" option is active:

Assign additional customers via the + Assign further customer button.

If necessary, specify "Customer order," "Contact person," "Invoicing address," and "Remark" per customer.

Confirm with Save.

The customer originally entered (at the project level) is displayed in bold as the "Primary Customer." To change this, click Change primary customer and make your selection.

If the project does not have its own price table, the customer's price table is used for time-and-materials invoicing.

During invoicing, the specific price table of the respective customer is used.

For reports that have no direct reference to an invoice but still display external costs (e.g., Project status/Total status plan/Revenue), only the price table of the primary customer is used.

If the respective customer does not have their own price table, the basic price table from the master data is used.

If you wish to pass on incurred VMA (additional meal expenses) to all participating customers of the project, you should apply the following setting (under Administration > Travel > Additional meal expenses):

If you use the alternative setting:

...then incurred VMA will only be invoiced to the primary customer.

If you have customers who issue you a credit note for the services you have provided, you can also map this in ZEP. In terms of invoicing, the customer's credit note replaces the invoice from you to the customer.

You can set the desired invoicing procedure under Customer > [Customer Name] > General > Data in the Invoicing tab.

The basic procedure in the credit note process is exactly the same as for invoicing: invoicing items can be planned and released. However, a released invoicing item cannot be "billed" in the traditional sense, as no invoice (or invoice document) is created by you. When you receive the incoming credit note from the customer, you can record an incoming credit note for the released invoicing items. Incoming credit notes are identified by their own prefix in the (invoice) number. The Reference field is displayed as the title, where you can enter the external credit note number.

The incoming credit note file can be selected directly when creating the entry or added later under Invoice > Data without having to correct the invoice.

The correction function can still be used to adjust invoicing items, rebook times, etc.

With every change to the file, a new invoice version is saved and displayed in the history.

A quick overview of all invoices and invoicing items in ZEP is provided by the Invoicing menu item, which is reserved for users with Administrator or Controller rights, as well as project managers with budget responsibility.

In the Invoicing items tab, depending on the set filter criteria, you will find Planned invoicing items, all Released, and Invoiced/Canceled invoicing items.

In the Invoices tab, depending on the set filter criteria, you will find a table of all invoices corresponding to the selected period.

In the Automated invoices tab, you can bill released invoicing items in an automated process for customers who have automated invoicing enabled.

In this menu item, administrators and controllers can not only quickly obtain information about invoicing items but also perform various actions. Enter the date up to which the planned invoicing items should be displayed and the date from which the invoiced invoicing items should be shown.

Optionally, you can have the amount for not yet invoiced time-and-materials items calculated based on currently booked times and receipts. This checkbox is not activated by default.

For planned invoicing items with a planned invoice date in the past, the selection checkbox is already automatically checked: these items can/should be released soon. To release the marked planned invoicing items, please click the Release button. To change the invoicing items, please click the Change button. As an action, you can change the performance period or the VAT for all marked invoicing items.

By selecting "Release," you move an invoicing item to the "released" status, and it moves to the table of released invoicing items. Releasing a time-and-materials invoicing item additionally locks the performance period for further recordings and changes; this means no more times can be recorded/changed/deleted for this project during this period. The symbols for changes and deletions will no longer be present for the corresponding project times. If you attempt to record times or receipts for this project/task during this period, you will receive a message: "... locked by invoicing."

By selecting "Remove release," you move an invoicing item back to the "planned" status. This also lifts the lock on the performance period for time-and-materials items described above.

An invoice preview and the invoicing process itself are not possible in Invoicing > Invoicing items, but only within a customer or a project. Switch to a customer or a project, for example, by clicking on the customer number or the project short form in a displayed invoicing item.

Table of all invoices according to the filter criteria and the set period:

By clicking on the gear symbol, you can select the desired table columns for the display in HTML (in the browser) and for the export as Excel/CSV under Configure table columns. Set the order individually by clicking on the symbol with the mouse pointer and dragging it to the desired position while holding the mouse button down.

With the export symbol, you can export the table in Excel or CSV format (according to your settings under Configuration > Table columns > Excel/CSV).

You can select multiple invoices and choose the following actions:

When you hover the mouse pointer over a checkbox, a mouseover displays the invoice total of the marked invoices and additionally the total sum of all invoices. This is helpful if you have received a collective transfer from customers for several invoices; you can then mark all corresponding invoices and check whether the transfer amount matches the sum of the invoice amounts.

List of invoicing data
Here you will find the customer assignment, the invoicing number, as well as all information regarding the invoiced amount and the payments already received (only if incoming payments are managed in ZEP), as well as the cash discount period and payment term. If required, you can create a reminder via the + Create new reminder button. Additionally, you can store further information regarding this invoicing via the Internal remark button. This internal remark is displayed and edited exclusively here.

The individual invoicing items contained in the invoicing are listed here. In the "Billed amount" column, you can see which amount was invoiced for the invoicing item.

You can download and print the invoicing or save it in another location via the download symbol. If receipts with file attachments exist for the invoicing, the associated receipt file PDF is offered as an additional download.

Invoicing can be sent as an email via a link on the invoicing details page.

Furthermore, the invoicing address of the respective customer must be released for invoicing dispatch (an email address must be entered).

You can optionally request a read receipt from the email recipient. If you activate the Request read receipt checkbox, the recipient receives the email with a request for an acknowledgment of receipt. Please note: it depends on the mail program or the recipient's settings whether a confirmation is sent.

The read receipt always refers to all recipients, i.e., recipients in CC and BCC are also requested to confirm.

The invoicing document is added to the mail as a file attachment. If receipts with file attachments exist for the invoicing, the associated receipt file PDF is added as a further attachment. If documents exist for the invoicing, the associated documents are added as further attachments.

For all documents, they are an optional file attachment. By "clicking away" the respective document names, you delete these documents from the attachment. You can merge the PDF attachments of this email (invoicing and other PDF documents from the document storage) into one PDF attachment so that the recipient of the email only has to download/open one attachment.

ZEP shows for each invoicing when it was last sent to the customer via email.

Resend invoicing
If an invoicing is sent again, it may be subject to VAT again. If you resend an invoicing via email from ZEP, you can optionally choose whether this invoicing should be marked as a "copy." If you click on "Resend" in the menu of an invoicing, you can specify the following in the subsequent dialog: "Mark the invoicing file as a copy." Please note: this marking as a copy is only possible for invoicing in PDF format.

You can set up automated invoicing for customers. Under Customer > [Customer Name] > General > Data > Invoicing tab, activate "Automated invoicing." (Optionally, you can specify whether an automatic entry in the payment documentation should be made immediately upon creating the invoice for payments via direct debit.)

Under Invoicing > Automated invoicing, the released invoicing items are billed in an automated process.

Optionally, you can activate/deactivate "Subsequently send all created invoices by email (if stored for the customer)."

ZEP displays the number of invoices to be created. As soon as you click on Start automated invoicing, the progress will be displayed.

You can generate various reports for the invoicing module via the Reports menu item.

There are two main areas: the customer- and project-specific area, which you can access in the Customers or Projects tab, and the cross-project and cross-customer area under the Invoicing tab.

You can find an overview of the status of your invoicing, as well as turnover forecasts, in the menu item Reports > Invoicing tab. If you use the Invoicing module, you will find an additional Invoicing tab here, in which you can view the following across projects and customers:

In the Customers tab, you also have access to cross-customer reports:

You can also generate the overall invoicing status at the project level in the Projects tab.

Under Reports > Projects and Reports > Customers, you can call up a report of the services invoiced via invoicing within a period.

With the Overall invoicing status, you can view an overview of either all customer projects, all projects of customers in one or more customer categories, or the projects of a single customer. If you use the additional module Locations & Departments, you can specify a department. The report evaluates which times and costs for the selected projects have already been invoiced within the reporting period. Optionally, these figures can be displayed alongside the planned figures of the overall project, and a plan-actual comparison can be shown.

The list of projects can be restricted by specifying a status, the project type (for customer projects, this can be further restricted to projects of a specific customer), and by specifying a month and year for "Project duration (until today)," meaning only projects running since that point in time are displayed, with no older projects. Additionally, you can further restrict by categories or keywords. You can select one, several, or all projects.

Optionally, you can specify:

Click on the gear icon under Configure table columns to select the desired table columns for the HTML display (in the browser) and for export as Excel/CSV. Set the order individually by clicking on the symbol and dragging it to the desired position while holding down the mouse button.

With the download icon, you can export the table in Excel or CSV format (according to your settings under Configuration > Table columns > Excel/CSV). Specify whether the incoming payment should be displayed.

When you call up the report for a period, the values are calculated as follows:

With the option Show internal costs:

With the option Show incoming payment: Gross incoming payment (only available if Manage incoming payments in ZEP is activated under Administration > Invoicing > Settings).

Additional column for internal costs: Net amount received - Total costs.

You can also "Run in the background" for this report. Instead of "Preview," select PDF, DOC, DOCX or ODT, Excel, or CSV; then you can click the "Run in the background" button. ZEP will ask you whether you want to run the execution immediately, daily, weekly, or monthly.

By clicking OK, this report is scheduled as a task with the set parameters and will be executed at the defined time. You will then simply receive the result in the desired format via email. You can view and manage all your scheduled tasks under Profile > Settings > Tasks.

Path: reports > invoicing > Missing invoicing items
Project-specific periods are displayed in which billable project times or receipts have been recorded but are not yet planned as an invoicing item.
If you click on an entry, you will be taken to the corresponding customer or project, directly to the sub-menu item invoicing > invoicing items. Here you can create a new invoicing item; the period is pre-filled accordingly.

The turnover forecast can be called up in the following places:

With the turnover forecast, the turnover for the next months, years or any period is forecasted on the basis of the repetition and planned or billed amounts specified for the invoicing items, as well as the still missing invoicing items.

Alternatively, you can also call up this report for a past period and track the turnover or turnover development. Select the scaling of the report: month, quarter or year.

Select a currency if you only want to consider the invoicing issued in a specific currency. You can choose whether all amounts should be converted into Euro if necessary. The rate is obtained from the website Fixer.io.

You have the possibility to restrict the invoicing items by status. In addition, you specify whether the amount for the invoicing items not yet billed should be taken "From the planned amount" or whether the amount should be calculated "From the currently booked times and receipts".

You can optionally choose how the invoicing items/invoicing should be sorted chronologically: according to the planned invoicing date or according to the actual invoicing date. Optionally, you can also take the payment term into account. Negative amounts are shown in red.

You can have the forecast displayed as Cumulative: The expected turnover is displayed per month, quarter or year according to the set criteria. With Chart Details: If you activate these options, the turnover is displayed with details on the customer or project, i.e. you can show/hide individual customers or projects in this view. If you do not activate this option, the expected turnover according to the set criteria is displayed in the chart.

Planned and released invoicing items (with planned invoicing date):

invoicing items:

Missing expense items:

Surcharge items (%):

You can also "Run in the background" for this report. Instead of "Preview", select PDF, DOC, DOCX or ODT or CSV, then you can click the "Run in the background" button. ZEP will ask you whether you want to run the execution immediately, daily, weekly or monthly.

By clicking OK, this report is scheduled as a task with the set parameters and will be executed at the defined time. You will then simply receive the result in the desired format as an email.

You can view and manage all your scheduled tasks under Profile > Settings > Tasks.

This report serves to delimit services as of a specific date.
The decisive factor is the key date, which you set as the "to" date of the report. The report shows you for which customers and projects billable project times were booked in the reporting period that are not covered by any invoicing billed by the key date.

Optionally, you can also take into account recorded receipts or receipts with a billable amount. (Item invoicing items are not considered.)

Application examples for this report:
Annual financial statements and determining work in progress

For this purpose, the report is called up after the end of the fiscal year, i.e., when all invoicing for the old year is finished and the months of the old year are closed. If further invoicing is billed after the end of the fiscal year (with a date after the end of the fiscal year), this does not distort the report because the report takes the invoicing date of the invoices into account. (You therefore do NOT have to tell accounting: "please do not create any invoicing for the new year yet, because I first have to do this report for the work in progress," but only "tell me when all invoicing for the old fiscal year is finished so that I can do this report.")

If you call up the report for a future key date or "today"
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You can see for which projects how many internal costs have accumulated that you have not yet billed (regardless of whether you have created an invoicing item or not – this is a major difference to the "Missing invoicing items" report) and you can decide whether invoicing should happen now (e.g., because you have already provided a lot of advance performance through many hours). To do this, click on the project and you will be taken to the page of the invoicing items for this project. Here you can see whether you still need to create missing expense items or whether you should specify an earlier end of the performance period for an already planned invoicing item so that you can bill this invoicing item earlier than previously planned.

For Administrators, Controllers, and Department Heads (when using the Locations & Departments module) under:

The Open items are only available if Manage incoming payments in ZEP is activated under Administration > invoicing > Settings.

Different levels of detail in the report

Please note that the level of detail of the reports varies across the different levels.

Clicking into the detail level

By clicking on a customer in the report table, you go directly to the Open items for the selected customer.

Clicking on a project in the report table takes you directly to the Open items for the selected project.

For Administrators, Controllers, and Department Heads (when using the Locations & Departments module) and Project Managers: Set the desired reporting period (with regard to the invoicing date); the current date is pre-filled as the key date, meaning all invoicing that has an invoicing date within the reporting period and for which there is no incoming payment by the key date will be listed.

You can optionally filter by invoicing whose "payment term is exceeded." If you activate this checkbox, you can specify in the input field by how many days the payment term should be exceeded. With this report, you can see at any time how long which invoicing has remained unpaid. In the "Reminder level" column, you can track which reminder was created. The table is configurable.

If you wish to create a "reminder," click on the corresponding "Inv-No"; you will then reach the invoicing menu where you can create a reminder via the "Create new reminder" link. You can define the day intervals to be displayed in the columns of the table under Administration > invoicing > Settings.

Path: reports > invoicing > Incoming payments

The incoming payments report specifies which incoming payments were received within a selectable period. You can restrict the incoming payments by departments (with the Locations & Departments module), by reporting period, by customers, and by currency. Optionally, you can specify the currency or whether all amounts should be converted into your base currency.

Convert all amounts
As an administrator, you record the exchange rates including the validity date under Administration > Prices & Receipts > Exchange rates. In the Open items report, the exchange rate as of the invoicing date of the respective invoicing is always used.

If you do not check "Convert all amounts into EUR (or another base currency)", the amounts are displayed in the respective invoicing currency. The report displays the customer, invoicing number, project, invoicing date, cash discount date, payment term, net amount, gross amount, the date of the incoming payment, the received amount, the reduction, as well as VAT and remarks.

Run report in the background and schedule as a task
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You can also "Run in the background" for this report. Instead of "Preview", select PDF, DOC, DOCX or ODT or CSV; then you can click the "Run in the background" button. ZEP will ask you whether you want to run the execution immediately, daily, weekly, or monthly. By clicking OK, this report is scheduled as a task with the set parameters and will be executed at the defined time. You will then simply receive the result in the desired format as an email. You can view and manage all your scheduled tasks under Profile > Settings > Tasks.